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

EAST QUOGUE FIRE DISTRICT

REGULAR MONTHLY MEETING

FEBRUARY 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, Stephen Gregory, Michael Mattera and Robert Holley, First Assistant Chief Ted Jankowski, Second Assistant Chief Paul Sulzinski, Firehouse Attendant David Schaffauer (left 8:10 p.m.), First Responder Amit Patel (arrive 7:58 p.m.), Treasurer Colleen Pearsall and Secretary Lorraine G

FIREHOUSE ATTENDANT REPORT

See attached report.

Mr. Schaffauer advised the Board that there were a few issues with the computers this week due to an update. The Secretary’s computer, as well as Faith Erwin’s computer, were replaced. Mr. Schaffauer will give Commissioner Holley an inventory list of all the District’s computers.

Mr. Schaffauer also advised the Board that there is a fee for Microsoft Office - $250.00 outright for one computer or $10.00 per month for 5 computers. The Board authorized Mr. Schaffauer to go with the $10.00 monthly fee.

Mr. Schaffauer also advised the Board that there were some software glitches with the Finger Reader System.

ITEMS FOR DISCUSSION

No items to be discussed.

EMS REPORT

See attached report.

STAFF REPORT

1. Noted.

2. Approval was given for Mr. Patel to hire an additional On Call First Responder.

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 $1,877.03 (Hammer Medical - $1,210.10, BoundTree - $447.99, McKesson - $218.94). Approved 5-0.

2. Prior to approval, Commissioner Jackson will look into the installation of a cable for the TV.

3. The Board will review the information regarding a futon, bed or recliner for the First Responder Room.

Commissioner Jackson recommended that Mr. Patel acquaint the On Call First Responders with the location of equipment and supplies, as well as the local streets in the community and not to rely on GPS. He also requested that the 80 car and the ambulances be cleaned on a regular basis.

MAINTENANCE REPORT

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

CHIEF'S REPORT

See attached report.

REQUESTS

1. A motion was made by Commissioner Mattera, seconded by Commissioner Schaefer, authorizing the purchase of three (3) sets of Husky X-act floor liners from Husky for the Chiefs’ vehicles, at an approximate cost of $725.00. Approved 5-0.

2. A motion was made by Commissioner Holley, seconded by Commissioner Gregory, authorizing the purchase of three (3) sets of Chiefs’ badges, from Bill Fox Co., at an approximate cost of $825.00. Approved 5-0.

3. A motion was made by Commissioner Schaefer, seconded by Commissioner Gregory, granting permission for the East Quogue Cub Scouts Pack 261 to use the Meeting Room on Saturday, February 15, 2020, for the Pinewood Derby Car Race under the supervision of member, Noel Feliciano. Approved 5-0.

4. The coat, which was in inventory, was given to Second Assistant Chief Sulzinski.

ITEMS FOR DISCUSSION

1. First Assistant Chief Jankowski advised the Board that the thumb reader is working. He also advised the Board that the hydrant locator module does not include location by address. Mr. Schaffauer will see if there is another module that can be used. The Board advised the Chiefs that the MDT’s would first be installed in the Chiefs’ vehicles, 7-6-80 and the two ambulances and that this will probably take place after the Hampton Bays dispatching is up and running.

2. No discussion.

3. Tabled. Waiting for proposal.

4. The Board agreed with the Chiefs that such training would be beneficial. Second Assistant Chief Sulzinski was requested to do more research and, perhaps, Hometown Insurance may have something to offer.

5. First Assistant Chief Jankowski advised the Board that no members reported any discrepancies with the 2019 points.

ATTORNEY DISCUSSION

Mr. Glass not in attendance.

MINUTES

A motion was made by Commissioner Gregory, seconded by Commissioner Schaefer, accepting the Minutes of the January 2, 2020 Organizational Meeting and the January 2, 2020 Regular Monthly Meeting. Approved 5-0.

TREASURER'S REPORT

Mrs. Pearsall advised the Board of the following:

1. BNB Credit Cards were all received.

2. Positive Pay has been set up.

3. A letter will need to be sent to EZ-Pass changing the contact to Colleen Pearsall.

4. Completed NYS Retirement Webinar.

5. Received false alarms reimbursement and real property tax payments from the Town of Southampton.

6. Auditor will be here on February 20, 2020.

After all the 2019 bills and purchase orders were accounted for, there was a balance of $31,484.46 remaining in the General Fund. After a brief discussion, a resolution was drawn up and states as follows:

2020-15. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to authorize the transfer of $31,484.46, the balance remaining in the General Fund after all the 2019 bills and purchase orders were accounted for, to the Communications Reserve Fund.

A motion was made by Commissioner Schaefer, seconded by Commissioner Gregory, approving the adoption of Resolution 2020-15. Approved 5-0.

A motion was made by Commissioner Holley, seconded by Commissioner Schaefer, 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 28 checks totaling $185,913.21 and to authorize the transfer of $225,000.00 from the Money Market to the Checking Account. Approved 5-0.

COMMUNICATIONS AND CORRESPONDENCE

A letter and proposal were received from Waterway regarding the annual hose testing and an invitation was received from the Suffolk County Fire District Officers Association regarding the upcoming Annual Meeting and Installation Dinner.

OLD BUSINESS

Commissioner Holley advised the Board that no one knows exactly why some 911 calls go to the County while others go to the Town. There is an agreement on file between the County and Ex-Chief Greg Celi splitting the calls. The County monitors our calls when they can. Commissioner Jackson asked if there is a way that the process can be changed.

Commissioner Holley stated that the camera is working for the ID Code and that he will be in the                  office on Saturday to process members.

Commissioner Gregory advised the Board of the following:

• Waiting for the third camera proposal.
• Waiting for a proposal for the installation of the siren pole.
• Radio Room – furniture supplier is on vacation.

A motion was made by Commissioner Gregory, seconded by Commissioner Holley, accepting the proposal from Brad Hammond Building & Zoning, in the amount of $975.00, regarding a code analysis of the Main Firehouse and Station 2. Approved 5-0.

A motion was made by Commissioner Gregory, seconded by Commissioner Holley, accepting the proposals for the renovation of the Commissioners’ Office as follows:

            Office Furniture - Legendary Office Furniture - $9,345.73

Painting - Tauruscustompainting, Inc. - $3,150.00

(Note: Minus $650.00 Main Entrance – prep walls and painting. This was included in the proposal, but is not part of Commissioners’ Room project.)

            We’ll Floor “U” Inc. – Flooring - $6,600.00

                                                                                                                                    Approved 5-0.

Commissioner Gregory also advised the Board that the Dispatching Agreement with Hampton Bays has been finalized and will be forwarded to the East Quogue Board for signatures. Commissioner Gregory will contact Dennis to set up a timeline and suggested that the Chiefs meet with Hampton Bays dispatch to see how the entire operation is going to work. The project is expected to begin on March 1, 2020.

A motion was made by Commissioner Gregory, seconded by Commissioner Jackson, authorizing the Chairman to sign the Dispatch Agreement with the Hampton Bays Fire District contingent upon the Agreement being written the way we were told. Approved 5-0.

A resolution was drawn up and states as follows:

2020-16. WHEREAS, the East Quogue Fire District (“EQFD”) is in receipt of a proposed Municipal Cooperative Agreement for Shared Communication, Technology and Infrastructure (the “Agreement”) with the Hampton Bays Fire District (“HBFD”) for the term March 1, 2020 through December 31, 2025; and

WHEREAS, EQFD wishes to enter into such agreement for the advantages and benefits to EQFD to be obtained thereby, including but not limited to the dispatch and communications benefits set forth therein; and            

WHEREAS, EQFD and its attorney have reviewed the contract form and find that it is properly formatted as an Intermunicipal Cooperation Agreement; and

WHEREAS, the Board of Fire Commissioners of EQFD is specifically permitted by Article 5-G of the General Municipal Law of the State of New York to enter into such Intermunicipal Cooperation Agreements;

now therefore be it RESOLVED, that the proposed Municipal Cooperative Agreement for Shared Communication, Technology and Infrastructure with HBFD for the term March 1, 2020 through December 31, 2025, is approved.

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 2020-16 was duly adopted.

Commissioner Schaefer reminded the Board and the Chiefs that physicals will be taking place on Saturday, February 8, at 9:30 a.m.

Commissioner Jackson advised the Board that he had been discussing with Proliner the purchase of a new 2020 Chevrolet LS 4x4 EMS vehicle. After a brief discussion, a motion was made by Commissioner Jackson, seconded by Commissioner Gregory, authorizing the purchase of one (1) 2020 Chevrolet LS 4x4, red with a black top, including lighting and a command box, at a cost not to exceed $65,000.00. Approved 5-0. (Note: The District will contract for the lettering at an approximate cost of $1,500.00 and the old EMS vehicle will be traded in. Trade-in value not yet determined.)

Commissioner Jackson asked First Assistant Chief Jankowski for an update on the Membership Recruitment Program. First Assistant Chief Jankowski advised the Board that two candidates will be presented to the membership next week and that the County will be holding an Open House in April.

After a brief discussion regarding the Zodiac boat, a resolution was drawn up and states as follows:

2020-17. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to declare the Zodiac boat, motor and portable dock as surplus property and to offer them for sale with an asking price of $8,500.00.

A motion was made by Commissioner Jackson, seconded by Commissioner Gregory, approving adoption of Resolution 2020-17. Approved 5-0.

NEW BUSINESS

A motion was made by Commissioner Schaefer, seconded by Commissioner Holley, accepting the proposal from Waterway to perform the annual hose testing, at a cost of $2,650.00, the annual appliance testing, at a cost of $1,464.00 and the pump testing, at a cost of $300 per pump. Approved 5-0.

Commissioner Schaefer presented proposals from Pine Edge Landscaping for the 2020 season for the Main Firehouse and Station 2. He will seek two additional proposals.

A motion was made by Commissioner Jackson, seconded by Commissioner Schaefer, authorizing Commissioners Jackson, Schaefer, Gregory and Holley and Secretary Lorraine Gregory to attend the Association of Fire Districts of the State of New York 2020 Annual Meeting, at the Marriott Long Island in Uniondale, New York, April 30-May 2, 2020, at an approximate cost of $3,500.00. Approved 5-0.

The Board decided to change the day of “as needed” workshops. A workshop was scheduled for Thursday, February 27, 2020, at 7:30 p.m.

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

Submitted by
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                              Lorraine Gregory, Secretary

PUBLIC NOTICE

Please be advised that the Board of Fire Commissioners of the East Quogue Fire District has changed the day of their “as needed” Workshops from the fourth Wednesday of the month to the fourth Thursday of the month.

Dated:  February 7, 2020

Lorraine Gregory, Secretary

Board of Fire Commissioners East Quogue Fire District

PUBLIC NOTICE

EAST QUOGUE FIRE DISTRICT

REGULAR MONTHLY MEETING

NOVEMBER 7, 2019

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 and Stephen Gregory, First Assistant Chief David Rosante, Second Assistant Chief Ted Jankowski, Acting Treasurer Colleen Pearsall and Secretary Lorraine Gregory.

FIREHOUSE ATTENDANT REPORT

See attached report.

ITEMS FOR DISCUSSION

1. To be discussed during the Chiefs’ Report.

2. After a brief discussion, the Board decided to do more research as to whether the system should be repaired or replaced.

EMS REPORT

See attached report.

STAFF REPORT

1. Noted.

2. Approved.

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 $790.39 (Hammer Medical - $456.75, Bound Tree - $198.74, Zoll Medical - $134.90). Approved 4-0.

2. Noted.

3. Chief Flynn is handling the MSA meters.

MAINTENANCE REPORT

Work Order Report dated 10/1/19 to 11/7/19 was submitted to the Board.

The recalls on the Chiefs’ cars will have to be taken care of.

CHIEF'S REPORT

See attached report.

REQUESTS

1. A motion was made by Commissioner Mattera, seconded by Commissioner Gregory, authorizing the purchase of two (2) Retractable Lanyards (TIC) from Firematic, at a total cost of $127.20. Approved 4-0.

2. A motion was made by Commissioner Schaefer, seconded by Commissioner Gregory, granting permission for the Department to use the grounds for the Annual Christmas Tree Sale. Approved 4-0.

3. A motion was made by Commissioner Schaefer, seconded by Commissioner Gregory, granting permission for the Department to use the Main Firehouse for a Blood Drive. Approved 4-0.

4. Approval given to accept Quogue Fire Department’s NDI physical exam for Tyler Davonski.

5. The District Policy and Procedures Manual is just about finalized. As soon as the Facility Usage Policy is updated, the Chiefs will be given a copy of the Manual for their reference.

6. Commissioner Schaefer advised the Chiefs that the Board had taken the electronic sign into consideration in the past and that the sign is costly and there were other expenditures that were more important.

ITEMS FOR DISCUSSION

1. Second Assistant Chief Jankowski advised the Board that the thumb readers are being used as well as the sign in sheets. A professional will be hired to install the MDT’s, the hardware and cellular computers.

2. The Chiefs would like the Board to consider purchasing a Tahoe 4 wheel drive.

3. Commissioners Jackson and Schaefer will be added to the new 7-6-7 committee.

4. Second Assistant Chief Jankowski advised the Board that two batteries for one thermal imaging camera would cost $300.00 and that a new camera would cost between $6,000.00 - $9,000.00. Three smaller cameras for the Chiefs’ cars would cost approximately $1,300.00 each. The Board suggested that the Chief submit a proposal.

5. Commissioner Jackson advised the Chiefs that he did not believe that unlocking the doors for ten minutes when an alarm is dispatched is possible with the system we now have. However, when Hampton Bays begins dispatching for East Quogue, this capability will be part of the system.

6. A motion was made by Commissioner Mattera, seconded by Commissioner Gregory, authorizing that the three remaining recruitment signs be installed by a professional. Approved 4-0.

ATTORNEY DISCUSSION

Mr. Glass not in attendance.

MINUTES

A motion was made by Commissioner Schaefer, seconded by Commissioner Gregory, accepting the Minutes of the October 3, 2019 Regular Monthly Meeting and the October 15, 2019 2020 Proposed Budget Hearing and Special Meeting. Approved 4-0.

TREASURER'S REPORT

Mrs. Pearsall advised the Board that the District received a check, in the amount of $2,730.00 from the Town of Southampton for false alarms.

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

COMMUNICATIONS AND CORRESPONDENCE

No correspondence to present.

OLD BUSINESS

Commissioner Gregory advised the Board that the Truck Room key fob is going to be installed and that a meeting is scheduled with the siren company for Friday, November 8, 2019 at 10:30 a.m. to discuss whether or not the platform is capable of holding the siren. All Board members were invited to attend.

Commissioner Schaefer advised the Board that NDI will give the flu shots prior to the start of the November Department meeting and are available to Department members and the Ladies Auxiliary.

Commissioner Jackson suggested covering the boat for winter storage.

Commissioner Jackson advised the Board that a password log will be initiated and kept on file.

A meeting with the Chiefs was scheduled for November 25, 2019, at 7:00 p.m., to review the District Policy and Procedures Manual and to furnish the Chiefs’ Office with a binder copy.

NEW BUSINESS

Commissioner Schaefer reminded the Chiefs that the physicals will be taking place in February and March.

Commissioner Gregory suggested speeding up the process of refurbishing the antique fire vehicle that is being stored in the Steel Building so that room could be made for District vehicles that are presently being stored in the parking lot.

Commissioner Jackson requested that the Board members be added to the Red Alert master electronic calendar.

At 8:50 p.m., a motion was made by Commissioner Jackson, seconded by Commissioner Schaefer, calling the meeting into Executive Session to discuss possible litigation and the keeping of time records. Approved 4-0. (Note: At 8:53 p.m., the Chiefs were asked to leave the meeting.)

At 9:02 p.m., a motion was made by Commissioner Schaefer, seconded by Commissioner Gregory, calling the meeting out of Executive Session. Approved 4-0.

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 39 checks totaling $83,767.58 and to authorize the transfer of $120,000.00 from the Money Market to the Checking Account. Approved 4-0.

At 9:02 p.m., there being no further business, a motion was made by Commissioner Schaefer, seconded by Commissioner Gregory, to adjourn the meeting. Approved 4-0.

Submitted by
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                   Lorraine Gregory, Secretary

PUBLIC NOTICE

Please be advised that there has been a change in the time for the Year End Meeting of the East Quogue Fire District. The meeting will be held on Friday, December 27, 2019 at 10:00 a.m., not the original time of 7:30 p.m.

Lorraine Gregory

Secretary

Board of Fire Commissioners

East Quogue Fire District

Dated: December 15, 2019

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 2020 will be held on Thursday, January 2, 2020, 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 10, 2019

Lorraine Gregory

Secretary

Board of Fire Commissioners

East Quogue Fire District

Drawer 860, East Quogue, NY 11942

EAST QUOGUE FIRE DISTRICT

2020 PROPOSED BUDGET HEARING

AND SPECIAL MEETING

OCTOBER 15, 2019

A public hearing was held for the purpose of reviewing the Proposed 2020 Budget for the East Quogue Fire District. The hearing was called to order by Chairman Allyn Jackson at 7:00 p.m. Present were Commissioners James Schaefer, Michael Mattera, Stephen Gregory and Secretary Lorraine Gregory.

No one from the public attended the hearing to comment on the Proposed 2020 Budget.

At 7:20 p.m., the budget hearing was closed.

At 7:21 p.m., a motion was made by Commissioner Schaefer, seconded by Commissioner Gregory, calling for a Special Meeting to adopt the 2020 Budget.

Resolutions were drawn up and state as follows:

RESOLUTION BY THE BOARD OF COMMISSIONERS OF THE EAST QUOGUE FIRE DISTRICT, IN THE TOWN OF SOUTHAMPTON, IN THE COUNTY OF SUFFOLK AND STATE OF NEW YORK AUTHORIZING A PROPERTY TAX LEVY IN EXCESS OF TWO PERCENT (2%) OR THE ANNUAL COST OF LIVING, WHICHEVER IS LESS, FOR FISCAL YEAR 2020

Dated: October 15, 2019, East Quogue, New York

By: Lorraine Gregory, Secretary

2029-33. WHEREAS, § 3-c of the General Municipal Law of the State of New York provides that in preparation of its annual budget a local government shall limit any increase in its property tax levy to no more than two percent (2.0%) or the annual cost of living, whichever is less, over the previous year's amount to be raised by taxation, subject to certain exceptions and additions; and

WHEREAS, § 3-c(5) of the General Municipal Law, permits a fire district to increase the amount to be raised by taxation by a percentage rate greater than two percent (2.0%) or the annual cost of living, whichever is less, for the coming year where said increase is approved by a resolution approved by sixty percent of the total voting power of the Board of Fire Commissioners; and

WHEREAS, the Board of Commissioners of the East Quogue Fire District desires to move a resolution pursuant to § 3-c (5) of the General Municipal Law because it finds it advisable and necessary to increase its 2020 budget amount to be raised by taxation by more than two percent (2.0%) or the annual cost of living, whichever is less, over the 2019 budget amount raised by taxation, in order to provide and maintain essential district services for the residents of the district; and

WHEREAS, the Board of Commissioners of the East Quogue Fire District hereby determines that such an increase in the amount to be raised by taxation which amount is in excess of the increase in the amount to be raised by taxation otherwise permitted by the tax levy cap, will only become effective upon authorization by the vote of sixty percent (60%) of the members of the Board of Fire Commissioners; and

NOW, THEREFORE BE IT RESOLVED, that the following resolution is hereby moved by Commissioner Jackson and seconded by Commissioner Schaefer:

Resolution of the Board of Commissioners of the East Quogue Fire District authorizing the adoption of its 2020 budget in an amount to be raised by taxation, by 8% percent, as provided by § 3-c(5) of the General Municipal Law, notwithstanding that the amount to be raised by taxation will exceed the 2020 2% increase limitation.

WHEREUPON, the matter was put to a vote the results being:

            Chairman Allyn Jackson - Aye

            Commissioner James Schaefer - Aye

            Commissioner Stephen Gregory - Aye

The Resolution was duly adopted.

Dated: October 15, 2019, East Quogue, New York

By: Lorraine Gregory, Secretary

2019-34. WHEREAS, the Board of Fire Commissioners of the East Quogue Fire District must adopt a proposed budget for 2019 and estimate of fund balances in preparation for the annual fire district budget hearing and did so in preparation for the budget hearing, and

WHEREAS, the Board of Fire Commissioners of the East Quogue Fire District held the annual fire district budget hearing on notice to the public on October 15, 2019, and

WHEREAS, the Board of Fire Commissioners has considered the proposed budget and comments received, if any, on the proposed budget on October 15, 2019 at said budget hearing, and

NOW, THEREFORE, BE IT RESOLVED, that the Board of Fire Commissioners hereby approves the Final Budget for the East Quogue Fire District for 2020 attached hereto and made a part hereof in the amount of $1,631,000.00.

The adoption of the foregoing resolution was duly put to a vote and upon roll call the vote was as follows:

Chairman Allyn Jackson - Aye

Commissioner James Schaefer - Aye

Commissioner Stephen Gregory - Aye

The resolution was thereupon duly declared to have been adopted.

At 7:30 p.m., there being no further business, a motion was made by Commissioner Schaefer, seconded by Commissioner Gregory, to adjourn the meeting.

Submitted by
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                           Lorraine Gregory, Secretary

ANNUAL ELECTION OF

East Quogue FIRE DISTRICT

DECEMBER 10, 2019

            PLEASE TAKE NOTICE that the Annual Election of the East Quogue Fire District will take place on December 10, 2019, 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, 2020 and ending on December 31, 2024.

            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 20, 2019. 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 18, 2019 shall be eligible to vote.

            Please be advised that the Board of Elections of the Fire District shall meet on December 5, 2019 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: November 1, 2019

                                                            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

OCTOBER 3, 2019

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 and Stephen Gregory, First Assistant Chief David Rosante, First Responder Amit Patel (left 7:56 p.m.), Acting Treasurer Colleen Pearsall and Secretary Lorraine Gregory.

FIREHOUSE ATTENDANT REPORT

See attached report.

ITEMS FOR DISCUSSION

None.

EMS REPORT

See attached report.

STAFF REPORT

1. Noted.

Commissioner Schaefer suggested hiring all three of the recent On Call First Responder candidates that were interviewed and also suggested that the total of First Responders be brought up to 15 by the end of the year.

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 $719.07 (Hammer Medical - $200.65, McKesson - $65.17, Zoll Medical - $453.25). Approved 4-0.

2. A motion was made by Commissioner Schaefer, seconded by Commissioner Gregory, authorizing the purchase of two (2) MSA Meters, at a cost not to exceed $500.00. Approved 4-0.

3. A motion was made by Commissioner Schaefer, seconded by Commissioner Mattera, authorizing the entering into a contract with Sharps Compliance, Inc. (a biomedical disposal company) to provide one (1) 10 Gallon Rx Take Away System, at a cost of $118.29 and one (1) 20 Gallon Take Away Environmental Return, at a cost of $154.78. Approved 4-0.

4. Since the Port-O2-Vent is no longer of use, the Board advised Mr. Patel to discard it.

5. Noted.

MAINTENANCE REPORT

Work Order Report dated 9/1/19 to 9/30/19 was submitted to the Board.

CHIEF'S REPORT

See attached report.

REQUESTS

1. A motion was made by Commissioner Schaefer, seconded by Commissioner Mattera, authorizing the purchase of a Retractable Lanyard (TIC) from Firematic, at a cost of $63.60. Approved 4-0.

2. A motion was made by Commissioner Schaefer, seconded by Commissioner Mattera, authorizing the purchase of two (2) 1.5” Shutoffs with smooth Bore Tip from Firematic, at a total cost of $697.50. Approved 4-0.

3. A motion was made by Commissioner Schaefer, seconded by Commissioner Mattera, authorizing the purchase of two (2) Chief XD 1.5” Mid-Range Tips from Firematic, at a total cost of $797.50. Approved 4-0.

4. A motion was made by Commissioner Mattera, seconded by Commissioner Schaefer, granting permission for Briana Gladding to use the Meeting Room on October 19, 2019 for a birthday party. Approved 4-0.

ITEMS FOR DISCUSSION

1. Progress.

ATTORNEY DISCUSSION

Mr. Glass not in attendance.

Commissioner Jackson advised the Board that he had spoken with Mr. Glass concerning piercing the cap for the 2020 budget. Mr. Glass will prepare a Resolution which will need to be adopted in addition to the usual Resolution.

MINUTES

A motion was made by Commissioner Gregory, seconded by Commissioner Mattera, accepting the Minutes of the September 5, 2019 Regular Monthly Meeting. Approved 4-0.

TREASURER'S REPORT

Mrs. Pearsall advised the Board that the Workers’ Compensation audit went well. However, a Certificate of Insurance is needed from Fully Involved. (Note: The Secretary was requested to send a letter of Fully Involved requesting the certificate. On October 7, 2019, Fully Involved provided the certificate and it was given to Mrs. Pearsall.)

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

COMMUNICATIONS AND CORRESPONDENCE

A letter from the Department was presented to the Board regarding the resignations of Patrick Erwin and Amanda Van Borkulo.

OLD BUSINESS

Commissioner Mattera advised the Board that the cooler floor and key fob had been installed.

Commissioner Gregory advised the Board of the following:

1. The siren installation will begin during the week of October 14, all of the equipment is in and the completion date is scheduled for October 21. Commissioner Gregory suggested leaving the old siren up for at least one week before dismantling it and advised the Board not to use 7-6-11 to take down the old pole. Instead, the pole should be cut to fall down in the grass area and then cut up and placed in the dumpster.

2. The Red Alert Finger Reader has been installed.

3. Reminder - The firehouse survey needs to be completed by all and returned to him.

4. The Hampton Bays Fire District has given the District a “boiler plate” of the Communications Dispatch Agreement. (Note: The Secretary will forward the Agreement to Mr. Glass for his review and comment.)

5. The Hampton Bays Fire District will be supplying a list of equipment that will be needed and that Dennis will be looking at what needs to be done regarding the hook ups.

6. Met with an insurance broker who is interested in giving the District a proposal for the upcoming insurance renewal.

7. Suggested that the Department use the Fire Prevention materials that are being stored in the Steel Building before ordering more out of the $5,000.00 budget.

A motion was made by Commissioner Gregory, seconded by Commissioner Schaefer, authorizing the installation of a key fob, by JA Systems, on the door in the foyer which leads into the Truck Room, at a cost of $2,670.00. Approved 4-0.

Commissioner Schaefer took care of the paperwork for the drill at the Gladding house on Old Country Road.

A motion was made by Commissioner Schaefer, seconded by Commissioner Gregory, approving the Medic CE on line training, at a cost of $2,000.00. Approved 4-0.

Commissioner Schaefer advised the Board that flu shots will be given by NDI at the November Department meeting.

A brief discussion ensued regarding Sexual Harassment Training. Commissioner Schaefer reminded the Board that the Chiefs have the responsibility of looking into Sexual Harassment Training. Commissioner Gregory advised the Board that PESH is requiring documentation from those having taken the training. Commissioner Jackson stated that there may be an on line program.

Commissioner Jackson suggested having Martin’s Roofing mount the recruitment sign on the mansard roof of the Radio Room and that the remainder of the signs will be installed at various intersections in the community.

With regard to the Facility Usage Agreement, a Resolution was drawn up and states as follows:

2019-29. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to

Adopt the following Use of Facility Policy:

Purpose: The purpose of this Policy is to establish written guidelines and procedures to oversee the use of the District Facilities. It is further intended to conform to the rules, procedures and regulations of the East Quogue Fire District. It is also designed to comply with the East Quogue Fire District’s liability insurance carrier’s requirements and procedures to keep all liability coverage in full force and effect.

Responsibility: It shall be the responsibility of all Fire District officers and employees, all Fire Department officers and members, as well as any guests and/or other members of the general public to follow and abide by this Policy.

Authority: This Policy is adopted by the Board of Fire Commissioners of the East Quogue Fire District pursuant to its authority under New York State law.

Procedure: The Officers of the East Quogue Fire Department, as well as not-for-profit, government, and local civic associations, shall carry out and obey all sections of this Policy.

Specific Requirements:

1. All requests must be received by the Board of Fire Commissioners five (5) days in advance of the monthly meeting held on the first Thursday of every month. All requests must be approved by the Board of Fire Commissioners.
2. No alcoholic beverages are to be dispensed or consumed in any area of Fire District property other than meeting room or other designated recreational areas on District property, approved in writing by the Board of Fire Commissioners. No alcoholic beverages shall be permitted at any not-for-profit or civic event.
3. Smoking is prohibited inside any District buildings at all times.

1. Only Fire Department members in good standing and not-for- profit, Government and local civic associations may be authorized to use the facilities. District property shall not be made available for any purpose political in nature or for any activity operating at a for-profit basis.
2. The use of the facilities shall not conflict with any District and/or Department activities. Permits may be rescinded should the District and/or Department need the facilities for emergency purposes or for other unforeseen reasons.
3. The applicant shall be present at all times and will be responsible for the conduct and supervision of all guests. Unsupervised children and/or unruly persons on District property may be cause for the District to end the event.
4. The Apparatus area, Commissioners’ Room and the Training Room are off limits during all events. Parking will be in designated areas only.
5. All not-for-profit, Government and local civic associations may be charged a fee should the District decide that the event will necessitate overtime for custodial services. Said fee will be based on a cost of $50.00 per hour, starting ½ hour prior and ½ hour after the event and shall be paid in advance.

9. All areas must be cleaned and returned to their original condition at the end of an event. The District will charge a security deposit of $200.00. Security checks must be made payable to the East Quogue Fire District. Security deposits will be returned to the applicant in a timely manner. If the facility is left in an unsatisfactory condition or if damage occurs, the security deposit will not be returned. The cost of repairs due to damage or careless use of the facility will be the responsibility of the applicant.

BY ORDER OF THE BOARD OF FIRE COMMISSIONERS OF THE EAST QUOGUE FIRE DISTRICT

                                                                        ____________________________________

                                                                        By: Lorraine Gregory

       Fire District Secretary

A motion was made by Commissioner Schaefer, seconded by Commissioner Gregory, accepting adoption of Resolution 2019-29. Approved 4-0.

NEW BUSINESS

2019-30. 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 2019 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 accepting adoption of Resolution 2019-30. Approved 4-0.

With regard to the hiring of the new On Call First Responders, a resolution was drawn up and states as follows:

2019-31. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to retain Justin Deak, Andrea Bellucci and David Goldblum as On Call First Responders with an hourly pay rate of $24.00.

A motion was made by Commissioner Schaefer, seconded by Commissioner Mattera, accepting the adoption of Resolution 2019-31. Approved 4-0.

A brief discussion ensued regarding the Hampton Jitney discharging passengers on the front ramp. Commissioner Jackson stated that he had tried to contact Hampton Jitney, but was not successful.     The Board came up with no solution to the problem.

After a brief discussion regarding amending DA-020, Use of Chiefs’ Vehicles Policy, a resolution was drawn up and states as follows:

2019-32. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to amend DA-020 Use of Chiefs’ Vehicles Policy as follows:

1. Add “3. Animals of any type are prohibited from being transported in District vehicles.”

2. Amend 10. to read as follows: “physical appearance, both inside and outside,”.

A motion was made by Commissioner Gregory, seconded by Commissioner Schaefer, accepting adoption of Resolution 2019-32. Approved 4-0.

A motion was made by Commissioner Schaefer, seconded by Commissioner Gregory, accepting the resignations of Patrick Erwin and Amanda Van Bourkolo pending the return of all District property issued to them. Approved 4-0.

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 $22,464.62 and to authorize the transfer of $25,000.00 from the Money Market to the Checking Account. Approved 4-0.

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

Submitted by
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                    Lorraine Gregory, Secretary

EAST QUOGUE FIRE DISTRICT

REGULAR MONTHLY MEETING

SEPTEMBER 5, 2019

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 and Stephen Gregory, Chief Scott Flynn, Second Assistant Chief Ted Jankowski, Firehouse Attendant Dave Schaffauer (left 8:05 p.m.), First Responder Amit Patel (left 8:35 p.m.), Acting Treasurer Colleen Pearsall and Secretary Lorraine Gregory.

FIREHOUSE ATTENDANT REPORT

See attached report.

ITEMS FOR DISCUSSION

1. Commissioner Jackson will arrange to get the gutters cleaned.

2. Commissioner Jackson will discuss the purchase of the AC unit with Mr. Schaffauer.

EMS REPORT

See attached report.

STAFF REPORT

1. Noted.

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 $676.92 (Bound Tree - $301.00, McKesson - $34.36, Hammer Medical - $341.56). Approved 4-0.

2. A motion was made by Commissioner Schaefer, seconded by Commissioner Mattera, authorizing the renewal of the “When to Work” program for twelve (12) months, at a cost of $200.00. Approved 4-0.

MAINTENANCE REPORT

Work Order Report dated 8/1/19 to 8/31/19 was submitted to the Board.

CHIEF'S REPORT

See attached report.

REQUESTS

1. A motion was made by Commissioner Schaefer, seconded by Commissioner Mattera, authorizing the purchase of the Alpine Software RedNMX Reminder Module, at a cost of $1,775.00. Approved 4-0.

2. Progress.

3. Commissioner Gregory intends to clean out the room together with Mr. Schaffauer and once this project is done, the Board will review the request.

4. Noted.

5. A motion was made by Commissioner Schaefer, seconded by Commissioner Gregory, authorizing that $5,000.00 be made available for the Fire Prevention Budget. Approved 4-0. (Note: On September 6, 2019, Commissioner Gregory and Mr. Schaffauer inspected the Steel Building and found numerous boxes of Fire Prevention material. Commissioner Gregory suggested that the material on hand be used before more of the same is purchased.)

6. A motion was made by Commissioner Mattera, seconded by Commissioner Schaefer, granting permission for the East Quogue PTA to assemble in the parking lot for the Halloween Parade, on Saturday, October 26, 2019, and that the PTA provide the usual Certificate of Insurance. Approved 4-0.

7. A motion was made by Commissioner Mattera, seconded by Commissioner Schaefer, authorizing the purchase of Azek Sheets and 4 x 4 posts to be used for the Recruitment Signs, at an approximate cost of $532.48. Approved 4-0.

ITEMS FOR DISCUSSION

1. No discussion.

2. No discussion.

3. Progress.

4. Second Assistant Chief Jankowski advised the Board that, in connection with the Recruitment Program, he is working on making the Department website more “user friendly” and requested a phone extension number for Bill Potter who will be handling the recruitment calls. Commissioner Jackson stated the importance of holding an Open House within the next few months rather than waiting until the Spring or Fall of next year. Commissioner Gregory suggested preparing a handout.

5. Commissioner Jackson will handle the paperwork for using the Gladding house on Old Country Road for drill purposes.

6. Commissioner Jackson advised the Chief that a Work Order should have been submitted so that the problem could be addressed.

ATTORNEY DISCUSSION

Mr. Glass not in attendance.

Commissioner Jackson advised the Board that he had spoken with Mr. Glass concerning new credit cards for the District and the dispatching of East Quogue alarms by Hampton Bays.

With regard to the credit cards, a resolution was drawn up and states as follows:

2019-28. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to approve that the following individuals be assigned credit cards from Bridgehampton National Bank (BNB): Commissioner Allyn Jackson, Commissioner James Schaefer, Commissioner Stephen Gregory, Commissioner Michael Mattera, Colleen Pearsall, Lorraine Gregory and David Schaffauer and that the Chase Master Card account be closed and the credit cards destroyed as soon as the new account is established.

A motion was made by Commissioner Gregory, seconded by Commissioner Schaefer, approving the adoption of Resolution 2019-28. Approved 4-0.

Commissioner Gregory asked if Mr. Glass had sent the letter to RVI/Seagrave regarding 7-6-1. Commissioner Jackson advised the Board that, in the recent phone conversation with Mr. Glass, the letter was not mentioned and that he will follow up again with Mr. Glass.

MINUTES

A motion was made by Commissioner Gregory, seconded by Commissioner Mattera, accepting the Minutes of the August 1, 2019 Regular Monthly Meeting. Approved 4-0.

TREASURER'S REPORT

Mrs. Pearsall presented the following to the Board:

1. A letter from the Town of Southampton Comptroller’s Office regarding a 2018 check issued to the District for alarms (4/1/18 – 6/3/18), in the amount of $910.00, that has not yet cleared. The District did not receive the check and Mrs. Pearsall so advised the Town. A new check will be issued.

2. An Irrevocable Stand-By Letter of Credit from BNB Bank up to $1,000,000.00 is good until December 4, 2019.

3. The tax levy limit including the 2% cap is $53,936.31. The formula was based on Ms. Knotoff’s formula which is the State Comptroller’s formula. The reassessment will be calculated for next year.

A workshop was scheduled for September 12, 2019 to further discuss the 2020 budget.

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

COMMUNICATIONS AND CORRESPONDENCE

Miscellaneous correspondence was presented to the Board including a letter from the Town of Southampton regarding the Toplands Realty Holdings, LLC, Subdivision.

OLD BUSINESS

A motion was made by Commissioner Schaefer, seconded by Commissioner Gregory, approving the purchase of shelving, a plastic curtain and flooring for the new cooler, at an approximate cost of $1,000.00. Approved 4-0.

Commissioner Gregory advised the Board that the cost of Hampton Bays dispatching would be approximately $30,000.00 a year and that a contract will be drawn up by their attorney. Commissioner Gregory will contact Dennis to get an initial hook up cost. Commissioner Jackson suggested that, perhaps, the Board consider using Riverhead or Westhampton to dispatch. Chief Flynn advised the Board that he preferred to stay with Hampton Bays, basically, because the mutual aid from Hampton Bays is very good, they are good at monitoring information and their dispatchers are very good.

Commissioner Gregory also advised the Board that the siren project is expected to be completed by the end of the month.

Commissioner Gregory suggested that the Chiefs consider whether or not they will be attending 2020 conventions/training so that the costs can be figured into the budget.

Commissioner Gregory gave the Board members and the Chief a questionnaire booklet prepared by Sand Pebble, a construction company dealing with firehouse renovations and construction, and asked that they all complete the questionnaire and return them to him by the end of October.

Commissioner Schaefer advised the Board that there was a LOSAP overpayment made to a member and that this will have to be addressed.

NEW BUSINESS

Commissioner Jackson asked the Board if they were in agreement to make a $500.00 deposit to the band for the 2020 Inspection Dinner. The Board agreed that the Department should pay the bill and then be reimbursed by the District.

With regard to the letter from the Town of Southampton – Toplands Realty Holdings, LLC, the Board has no recommendations to make, except for the usual “General Requirements”.

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 37 checks totaling $39,081.36 and to authorize the transfer of $90,000.00 from the Money Market to the Checking Account. Approved 4-0.

At 9:10 p.m., there being no further business, a motion was made by Commissioner Jackson, seconded by Commissioner Mattera, to adjourn the meeting. Approved 4-0.

Submitted by
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                   Lorraine Gregory, Secretary

NOTICE OF PUBLIC HEARING

EAST QUOGUE FIRE DISTRICT

            PLEASE TAKE NOTICE that a Public Hearing will be held on October 15, 2019 at 7:00 p.m. (prevailing time) at the main firehouse located at Montauk Highway and Bay Avenue, East Quogue, New York.

            The purpose of the Public Hearing will be to permit public review of the proposed budget for the East Quogue Fire District for fiscal year 2020.

            PLEASE TAKE FURTHER NOTICE that a copy of the proposed budget has been filed with the Town Clerk and is available for review at that office and is also available for review at the Office of the Board of Fire Commissioners, Monday through Friday, between the hours of 9:00 a.m. and 4:00 p.m.

Dated: September 28, 2019

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

JULY 9, 2019

The Regular Monthly Meeting of the Board of Fire Commissioners of the East Quogue Fire District was called to order by Chairman Allyn Jackson at 7:35 p.m. Present were Commissioners Allyn Jackson, James Schaefer and Stephen Gregory, Second Assistant Chief Ted Jankowski, First Responder Amit Patel (left at 8:30 p.m.), Firehouse Attendant David Schaffauer (left 8:05 p.m.), Acting Treasurer Colleen Pearsall and Secretary Lorraine Gregory.

FIREHOUSE ATTENDANT REPORT

See attached report.

ITEMS FOR DISCUSSION

1. Permission given for purchase of new paper towel machine for Station 2.

2. Note: As of July 15, 2019, Pine Edge had not submitted a proposal addressing the problem with the two 9/11 trees. On July 14, 2019, Steve Cea, a member of the Department and a horticulturist, re-staked the trees with bamboo stakes and watered them very well. According to him, the issue with the trees is that they were lacking water and suggested a daily watering.

Mr. Schaffauer advised the Board that he will be replacing the moldy ceiling tiles in the Chiefs’ Office.

EMS REPORT

See attached report.

STAFF REPORT

1. Noted.

2. A motion was made by Commissioner Schaefer, seconded by Commissioner Gregory, to remove Nicholas Knoebal from the On Call First Responder Rolls, effective immediately, and to notify him in writing. Approved 3-0. (Note: Mr. Patel will make the notification.)

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 $1,772.40 (Bound Tree – 1,359.20, Hammer Medical - $413.20). Approved 3-0.

2. A motion was made by Commissioner Schaefer, seconded by Commissioner Gregory, authorizing the purchase of three (3) file cabinets for the EMS Room from Staples, at an approximate cost of $769.57. Approved 3-0.

3. A motion was made by Commissioner Gregory, seconded by Commissioner Schaefer, authorizing the purchase of one (1) Maglite for 7-6-80 from Amazon, at a cost of $84.06. Approved 3-0.

MAINTENANCE REPORT

Work Order Report dated 6/6/19 to 7/9/19 was submitted to the Board.

In addition to the written report:

1. Fully Involved will be coming out to take care of the minor issues on 7-6-1 that are not part of the warranty.

2. The winch on 7-6-2 needs to be cleaned or replaced.

3. Preventive Maintenance on 7-6-7 has been completed.

Mr. Schaffauer advised the Board that Michael’s in Riverhead quoted a price of approximately $800.00 to frame the maps at Station 2. Permission was given for Mr. Schaffauer to mount the maps on plywood and then cover them with Plexiglas which would be less expensive.

CHIEF'S REPORT

See attached report.

REQUESTS

Request 1. - A motion was made by Commissioner Schaefer, seconded by Commissioner Gregory, authorizing the purchase of two (2) 60 Minute Scott Cylinders, Air Tools and Bags from South Shore, at an approximate cost of $2,370.00. Approved 3-0.

Request 2. - A motion was made by Commissioner Gregory, seconded by Commissioner Schaefer, authorizing the purchase of one (1) ½” to 1” Reducer from Firematic, at an approximate cost of $17.99. Approved 3-0.

Request 3. - A motion was made by Commissioner Schaefer, seconded by Commissioner Gregory, authorizing the purchase of one (1) 1” Nozzle from Firematic, at an approximate cost of $367.20. Approved 3-0.

Request 4. - A motion was made by Commissioner Schaefer, seconded by Commissioner Gregory, granting permission for Bill Potter to use the Meeting Room on August 17, 2019 for an engagement party. Approved 3-0.

ITEMS FOR DISCUSSION

1. To be discussed at the July Workshop.

2. A meeting will be scheduled with Red Alert. (Note: Conference call scheduled for Wednesday, July 17, 2019 at 1:00 p.m. between Commissioner Gregory, Second Assistant Chief Jankowski and Red Alert.)

3. Commissioner Jankowski will design the box and then meet with the vendor.

4. The Department By-Law change regarding the Class C+ classification will be brought up again at the Department meeting in August and voted on in September.

5. Commissioner Gregory will present Second Assistant Chief Jankowski’s alarm workup (last three years) to the Hampton Bays Fire District Board of Fire Commissioners so that they can come up with a cost calculation for their dispatchers dispatching the East Quogue Fire District’s alarms.

6. Second Assistant Chief Jankowski has been reviewing membership drive signs used by other Fire Districts.

ATTORNEY DISCUSSION

Mr. Glass not in attendance.

Commissioner Jackson spoke with Mr. Glass regarding the warranty on 7-6-1. Mr. Glass will review the paperwork and forward a letter to RVI/Seagrave.

Commissioner Jackson requested the Secretary to start a Warranty Log Book. Commissioner Gregory will work with her on this project.

MINUTES

A motion was made by Commissioner Schaefer, seconded by Commissioner Gregory, accepting the Minutes of the June 6, 2019 Regular Monthly Meeting. Approved 3-0.

TREASURER'S REPORT

Mrs. Pearsall advised the Board that the Final Audit Report must be forwarded to the State Comptroller and the Town Clerk ASAP.

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

COMMUNICATIONS AND CORRESPONDENCE

Miscellaneous correspondence was presented to the Board including a letter from the Town of Southampton regarding LIPA Payments in Lieu of Taxes 2018-2019, a thank you from the Suffolk County Fire District Officers Association for the District’s hosting of the May 16, 2019 meeting and a letter from the Town of Southampton regarding the Monteverdi-Lot Line Modification.

OLD BUSINESS

Commissioner Jackson advised the Board of the following:

1. Quinlan Electric will be doing the work on the cooler by the end of next week. An electronic lock will be installed to limit key fob access. The old cooler will be cut up for scrap and the compressor parts might be able to be used, or it can be sold.

2. The roof repairs have been completed. There is a one year warranty on the patches and a three year warranty on the new section (membrane and seals).

3. The Bay Constable is interested in the Zodiac boat if the District is willing to donate it. The Board prefers to sell the boat rather than donate it.

4. In the process of getting prices for the EMS Room counter top and floor.

5. Need to get an architect to draw up plans for a metal storage building at Station 2. The District would be exempt from some of the Town codes. Commissioner Schaefer will contact the Westhampton Beach Fire District for information on the architect that they used for their new building.

6. Electronic sign is not a priority right now.

Commissioner Gregory advised the Board that the siren project is underway and that it should take about two months to complete. He will contact Sullivan Electric for the electrical work needed.

Commissioner Schaefer suggested getting rid of the excess building materials left over from the Firemen’s Room renovation.

NEW BUSINESS

Commissioner Jackson advised the Board that the Inspection Dinner for 2020 is scheduled for April 11 at the Suffolk Theater in Riverhead. The cost is $97.00 per person which includes all service charges and tips (20%). The cost does not include alcohol ($8,400.00 open bar). There is a 150 person minimum which equals $14,550.00. There is also an optional entertainment production fee of $2,000.00 and, since it is the 100^th Anniversary of the Department, we may choose to have photos, video and other memorabilia on view on a stage screen. The 2020 cost is close to the 2019 budget. Mr. Glass advised Commissioner Jackson that the NYS Comptroller has stated that the District may pay for a portion of the alcohol bill, or all of it, since it is associated with an Annual Dinner. Mr. Glass advised that, prior to the event, the Annual Inspection Dinner Policy should be updated regarding the alcohol. Mr. Glass also advised that a deposit may be given in advance and the bill paid in full 10 days prior.

A motion was made by Commissioner Schaefer, seconded by Commissioner Gregory, authorizing that the District contract with the Suffolk Theater in Riverhead for the April 11, 2010 Annual Inspection Dinner with a minimum attendance of 150 persons, at a cost of $97.00 per person (not including the cost of alcohol) and that a $4,000.00 deposit be given to Suffolk Theater at this time. Approved 3-0.

At the request of Commissioner Schaefer, a motion was made by Commissioner Jackson, seconded by Commissioner Gregory, authorizing the purchase of Heart Saver CPR material for the Ladies Auxiliary training program on July 25, 2019, at a cost not to exceed $500.00. Approved 3-0.

Commissioner Jackson reminded the Board that the LOSAP Program issue needs to be further explained to the Department members and that he is willing to address the Department at an upcoming meeting.

ABSTRACT OF BILLS

A motion was made by Commissioner Gregory, seconded by Commissioner Schaefer, approving the June Abstract of Bills for the General Fund consisting of 44 checks totaling $55,074.55. Approved 3-0. (Note: The June Abstract of Bills was not available for the meeting. However, a transfer of $100,000.00 was approved at the June 6, 2019 meeting.)

A motion was made by Commissioner Gregory, seconded by Commissioner Schaefer, approving the July Abstract of Bills for the General Fund consisting of 33 checks totaling $103,950.75 and to authorize the transfer of $100,000.00 from the Money Market to the Checking Account. Approved 3-0.

At 9:20 p.m., there being no further business, a motion was made by Commissioner Gregory, seconded by Commissioner Schaefer, to adjourn the meeting. Approved 3-0.

Submitted by
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                   Lorraine Gregory, Secretary

PUBLIC NOTICE

NOTICE IS HEREBY GIVEN that the Board of Fire Commissioners will be holding a Workshop at the Main Firehouse, 465 Montauk Highway, East Quogue, New York on Wednesday, August 28, 2019, at 7:30 p.m., to discuss the 2020 Fire District Budget.

Dated: August 5, 2019

                                                                       BY ORDER OF THE BOARD OF

                                                                        FIRE COMMISSIONERS OF THE

                                                                        EAST QUOGUE FIRE DISTRICT

                                                                        Town of Southampton, County of Suffolk

                                                                        State of New York

                                                                        __________________________________

                                                                        By: LORRAINE GREGORY

                                                                                                                                                                                                                                                                                                        Fire District Secretary

EAST QUOGUE FIRE DISTRICT

REGULAR MONTHLY MEETING

JUNE 6, 2019

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, Jennifer Davonski and Michael Mattera, Chief Scott Flynn, Second Assistant Chief Ted Jankowski, First Responder Amit Patel (left at 8:22 p.m.), Firehouse Attendant David Schaffauer (left 7:50 p.m.), Acting Treasurer Colleen Pearsall and Secretary Lorraine Gregory.

FIREHOUSE ATTENDANT REPORT

See attached report.

ITEMS FOR DISCUSSION

Commissioner Jackson will contact RVI and request that, when taking a vehicle “out-of-service”, they notify the Chiefs ahead of time so that they can remove necessary items prior to the vehicle being picked up and taken off the premises.

Mr. Schaffauer advised the Board that the hose testing will be done tomorrow.

Commissioner Gregory was advised by RVI that 7-6-1, the new Seagrave, is no longer under warranty. Commissioner Gregory argued the fact that the vehicle was delivered just a little more than a year ago, not two years ago, and should still be covered under warranty. Commissioner Gregory will contact the Seagrave corporate office.

The Chief will get prices for new 60 minute bottles for the airbag system.

EMS REPORT

See attached report.

STAFF REPORT

1. Noted.

EQUIPMENT AND SUPPLIES

1. A motion was made by Commissioner Schaefer, seconded by Commissioner Davonski, authorizing the purchase of the medical supplies requested, at a total cost of $744.04 (Hammer Medical - $402.14, McKesson - $341.90). Approved 5-0.

2. A motion was made by Commissioner Schaefer, seconded by Commissioner Mattera, authorizing the purchase of one (1) LUCA CPR device from Physio Control, at a total cost of $12,076.20 ($17,301.00 minus Annual Preventive Maintenance of $4,324.80). Approved 5-0.

3. A motion was made by Commissioner Gregory, seconded by Commissioner Mattera, authorizing the purchase and installation of new flooring in the EMS Room, at a cost not to exceed $2,500.00. Approved 5-0.

MAINTENANCE REPORT

Work Order Report dated 5/1/19 to 5/31/19 was submitted to the Board.

CHIEF'S REPORT

See attached report.

REQUESTS

Request 1. - A motion was made by Commissioner Jackson, seconded by Commissioner Gregory, authorizing the purchase of one (1) E-Drolics Tool Set and Mounting from Firematic, at an approximate cost of $29,473.00. Approved 5-0.

Request 2. - A motion was made by Commissioner Davonski, seconded by Commissioner Gregory, authorizing the purchase of two (2) Collapsible Indian Cans from Amazon, at an approximate cost of $189.00 each. Approved 5-0.

Request 3. - A motion was made by Commissioner Schaefer, seconded by Commissioner Davonski, authorizing the purchase of one (1) Air Bag Protection Cover, at an approximate cost of $980.00. Approved 5-0.

Request 4. - A motion was made by Commissioner Mattera, seconded by Commissioner Schaefer, authorizing the purchase of one (1) one gallon of Hurst Tool Fluid, at an approximate cost of $130.00. Approved 5-0.

ITEMS FOR DISCUSSION

1. Noted.

2. After a brief discussion regarding updating the Red Alert System, a resolution was drawn up and states as follows:

2019-24. 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 $50,000.00 be expended from the Communications Reserve Fund of said Fire District for the upgrading of the Red Alert Communications System between the Radio Room at the Main Firehouse and all of the emergency apparatus, as well as improving the accountability system for the Firefighter Service Award Program, and be it

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

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

A motion was made by Commissioner Davonski, seconded by Commissioner Gregory, accepting adoption of Resolution 2019-24. Approved 5-0.

Note: A portion of the Red Alert Update which includes the purchase, installation, customization of software and training for an FOB Finger Reader Application, a Reader Kiosk, GIS Mapping System, Responder System and GEO File (Premise and Property) will be done at this time, at an approximate cost of $18,000.00. The remainder of the funds will be used when the project is at its next level.

3. Commissioner Jackson advised the Chief that the new vehicle may be ready by July and the Chief’s vehicle will have to be taken to the dealer for a trade-in value.

ATTORNEY DISCUSSION

Mr. Glass not in attendance.

MINUTES

A motion was made by Commissioner Schaefer, seconded by Commissioner Jackson, accepting the Minutes of the May 6, 2019 Regular Monthly Meeting. Approved 4-0. Abstain -1 (Commissioner Davonski did not attend the May 6, 2019 meeting.)

TREASURER'S REPORT

Mrs. Pearsall advised the Board that there were still some issues with the accounting system and that Dennis (EDP) is willing to come out to help solve the problems.

Mrs. Pearsall also advised the Board that she is still unable to get on to the NYS Retirement System.

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

COMMUNICATIONS AND CORRESPONDENCE

Miscellaneous correspondence was presented to the Board including an e-mail from the Hampton Point Association requesting use of the Meeting Room and two letters from SCWA regarding backflow testing at the Main Firehouse and Station 2.

OLD BUSINESS

Commissioner Mattera advised the Board that the cooler was ordered on May 1and that there is a 4-6 week delivery period.

Commissioner Gregory presented the updated proposal (dated May 6, 2019) from Integrated Wireless Technologies LLC, in the amount of $18,610.00, for the purchase and installation of the new electronic siren being mounted on the existing tower as part of the communications update. A resolution was drawn up and states as follows:

2019-25. 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 $30,000.00 be expended from the Communications Reserve Fund of said Fire District for the purchase and installation of a complete Federal Signal Wide Area Alerting System MOD3012, including Ultra Voice Controller, Amplifier and Speakers, and be it

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

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

A motion was made by Commissioner Schaefer, seconded by Commissioner Gregory, accepting adoption of Resolution 2019-25. Approved 5-0.

Commissioner Gregory asked the Chief about the status of membership recruitment. Second Assistant Chief Jankowski suggested that two Commissioners meet with the Committee to get an idea of what the Committee’s plan is.

Second Assistant Chief Jankowski advised the Board that he was meeting with the Department’s Board of Directors to rewrite the Class B Firefighter classification.

Commissioner Gregory requested that the Chief remind the Department members that we have a Social Media Policy that needs to be adhered to.

Commissioner Gregory also requested the Chief to remind Department members that they must complete the Leave Request Form when taking personal or military leave.

Commissioner Jackson advised the Board that the Inspection Dinner went well and came in under budget.

With regard to the Treasurer’s position, a resolution was drawn up and states as follows:

2019-26. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to appoint Colleen Pearsall as Acting Treasurer until December 31, 2019, with an hourly pay rate of $24.00.

A motion was made by Commissioner Jackson, seconded by Commissioner Schaefer, accepting adoption of Resolution 2019-26. Approved 5-0.

NEW BUSINESS

Commissioner Jackson brought up for review the present Employee Paid Holiday Schedule. After a brief discussion, the following schedule was set-up:

EMPLOYEE PAID HOLIDAY SCHEDULE AS OF JUNE 6, 2019

Full Time First Responders              Part Time First Responders        Firehouse Attendant

New Year’s Day                                 New Year’s Day                            New Year’s Day

Presidents’ Day                                                                                      Presidents’ Day

Easter Sunday                                   Easter Sunday                             Good Friday

Memorial Day                                    Memorial Day                               Memorial Day

July 4^th                                               July 4^th                                         July 4^th

Labor Day                                         Labor Day                                     Labor Day

Columbus Day                                                                                        Columbus Day

Veterans’ Day                                   Veterans’ Day                                Veterans’ Day

Thanksgiving Day                             Thanksgiving Day                          Thanksgiving Day

Day After Thanksgiving                                                                            Day After Thanksgiving

Christmas Eve Day                                                                                  Christmas Eve Day

Christmas Day                                 Christmas Day                                 Christmas Day

New Year’s Eve Day                                                                                 New Year’s Eve Day

The Secretary suggested that this schedule be incorporated into the Policy Book or an Employee Handbook (when one is composed).

A motion was made by Commissioner Davonski, seconded by Commissioner Schaefer, authorizing the expenditure of up to $1,200.00 to update the CPR instruction materials. Approved 5-0.

Commissioner Jackson scheduled a workshop for Wednesday, June 26, 2019, at 7:30 p.m.

ABSTRACT OF BILLS

The June Abstract of Bills will be forthcoming.

A motion was made by Commissioner Davonski, seconded by Commissioner Schaefer, authorizing the transfer of $100,000.00 from the Money Market to the Checking Account. Approved 5-0.

At 9:10 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

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 June 6, 2019 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 $30,000.00 be expended from the Communications Reserve Fund of said Fire District for the purchase and installation of a complete Federal Signal Wide Area Alerting System MOD3012, including Ultra Voice Controller, Amplifier and Speakers, 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: June 6, 2019

                                                            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