East Quogue Fire District - Public Notice

NOTICE TO BIDDERS 

Please take notice that sealed bids for the purchase and installation of a Stryker Power Loading System and Stretcher Upfit Kit will be accepted by the Board of Fire Commissioners until 7:15 p.m. (prevailing time) on Thursday, May 3, 2018, at which time the bids will be opened and read aloud. Specifications will be available for pick up from the Board of Fire Commissioners of the East Quogue Fire District, 465 Montauk Highway, East Quogue, New York 11942, Monday through Friday, between the hours of 9:00 a.m. to 4:00 p.m., beginning April 19, 2018, by first calling David Schaffauer, Firehouse Attendant, Cell Phone Number 631 466-0529 or alternate contact Commissioner Allyn Jackson, Cell Phone Number 516 318-2077. Bids should be presented in a sealed envelope marked “Bid – Stryker Power Loading System”. A Certificate of Non-Collusion shall accompany all bids. The Board of Fire Commissioners reserves the right to reject any and all bids and to re-advertise for new bids in its discretion.

Dated: April 10, 2018

BY ORDER OF THE BOARD OF FIRE

COMMISSIONERS OF THE EAST QUOGUE FIRE DISTRICT

_________________________________

Lorraine Gregory

Fire District Secretary

EAST QUOGUE FIRE DISTRICT

REGULAR MONTHLY MEETING

FEBRUARY 1, 2018

The Regular Monthly Meeting of the Board of Fire Commissioners of the East Quogue Fire District was called to order by Chairman Aaron Sacks at 7:30 p.m. Present were Commissioners Aaron Sacks, Allyn Jackson, James Schaefer, Jennifer Davonski and Michael Mattera, Chief Scott Davonski, Firehouse Attendant David Schaffauer (left 7:50 p.m.), Treasurer Nancy Knotoff and Secretary Lorraine Gregory.

FIREHOUSE ATTENDANT REPORT

See attached report.

Bob Donohue will do the basic building maintenance while Messrs. Schaffauer and Ryckman are on vacation.

Commissioner Sacks will work with Mr. Schaffauer in getting a tri-pod light for 7-6-7.

ITEMS FOR DISCUSSION

1. 1. Noted.

2. 2. Noted.

EMS REPORT

See attached report presented by Commissioner Davonski.

STAFF REPORT

Noted.

EQUIPMENT AND SUPPLIES

1. 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 $330.30 (Hammer Medical - $100.06, Moore Medical - $230.24). Approved 5-0.

2. 2. Commissioner Jackson will handle.

3. 3. Noted.

4. 4. Noted.

5. 5. Noted.

6. 6. The Board decided that it would be cost effective to wait until a later date and purchase a new stretcher and power lift all at once.

MAINTENANCE REPORT

No report submitted.

CHIEF'S REPORT

See attached report.

REQUESTS

Request 1. - Tabled.

Requests 2, 3, 6 and 7. - A motion was made by Commissioner Sacks, seconded by Commissioner Jackson, authorizing the purchase of one (1) “Ramfan” EX50Li Rechargeable Battery-Operating Exhaust Fan for 7-6-1 from Firematic Supply, costing $3,795.00, the purchase of one (1) Akron 125 GPM Foam Educator for 7-6-1 from Firematic Supply, costing $652.10 and one (1) Hi-Band Radio with Remote Head, six (6) Portable Radios and Chargers (State bid), costing $17,597.00, for a total cost of $22,044.43. Approved 5-0.

Request 4. - Tabled.

Request 5. - A motion was made by Commissioner Sacks, seconded by Commissioner Schaefer, authorizing the purchase of five (5) sets of Firefighter Turn Out Gear from Hi-Tech Fire & Safety (State bid), at an approximate cost of $16,000.00. Approved 5-0.

Request 6. - Tabled.

ITEMS FOR DISCUSSION

1. 1. A motion was made by Commissioner Schaefer, seconded by Commissioner Jackson, granting permission for Raymond Boitano to use the Meeting Room on Sunday, February 11, 2018. Approved 5-0.

2. 2. A motion was made by Commissioner Jackson, seconded by Commissioner Schaefer, to support Chief Davonski in removing Taylor Tanis from the Department rolls. Approved 5-0.

ATTORNEY DISCUSSION

Mr. Glass not in attendance.

Commissioner Sacks brought up for discussion Mr. Glass’ opinion on establishing a Repair Reserve Fund. The Board decided not to pursue the idea.

At 8:26 p.m., a motion was made by Commissioner Jackson, seconded by Commissioner Davonski, calling the meeting into Executive Session to discuss Civil Service issues. Approved 5-0.

At 8:36 p.m., a motion was made by Commissioner Sacks, seconded by Commissioner Jackson, calling the meeting out of Executive Session. Approved 5-0.

A motion was made by Commissioner Jackson, seconded by Commissioner Schaefer, to request Mr. Glass to prepare his opinion on the Civil Service issue. Approved 5-0.

MINUTES

A motion was made by Commissioner Jackson, seconded by Commissioner Davonski, accepting the Minutes of the January 4, 2018 Organizational Meeting and the January 4, 2018 Regular Monthly Meeting. Approved 5-0.

TREASURER'S REPORT

Ms. Knotoff advised the Board that the auditor made note that the Board members had signed the Code of Ethics. However, she questioned whether or not the Department members signed the Code of Ethics.

Ms. Knotoff also advised the Board that the auditor stressed the fact that the District must have the required number of written quotes, documentation of verbal quotes and, when purchasing from State bid, copies of the State contracts and that the auditor also advised closing out purchase orders after three months.

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

COMMUNICATIONS AND CORRESPONDENCE

Miscellaneous correspondence was presented to the Board including a letter from the Town of Southampton Planning Board regarding the Lewis Road PRD Subdivision - Pre-Application and a Meeting Room request from Thomas Mendenhall for the Blue and Gold Cub Scout Dinner on May 19, 2018.

OLD BUSINESS

Commissioner Schaefer reminded the Board that the fence needs to be repaired on all sides and that the Board should consider what needs to be done in the Steel Building.

Commissioner Jackson reminded the Board that the basement door and basement storage space needs to be addressed.

With regard to the sale of the Ford Van, the Chief will prepare an ad for Facebook.

After a brief discussion regarding the proposal from RVI, a resolution was drawn up and states as follows:

2018-19. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to accept the proposal from RVI – Rescue Vehicles, Inc. for the refurbishing of the 1998 Seagrave Pumper – 7-6-8, at a cost of $50,803.00.

A motion was made by Commissioner Jackson, seconded by Commissioner Davonski, approving adoption of Resolution 2018-19. Approved 5-0.

Commissioner Sacks advised the Board that 7-6-1 had a few minor items that needed to be taken care of, including the seat belt adjustments (extra charge which the District will not be paying). The vehicle is now at RVI.

NEW BUSINESS

Commissioner Jackson suggested mounting the low band antenna around the hood area on the new ambulance to prevent it from being knocked off.

Commissioner Jackson advised the Board that he had been in contact with Avaya regarding the phone system. A new plan, replacing all of the old equipment, will cost about $130.00 per month for 60 months and, thereafter, a $102.00 monthly service fee. Commissioner Sacks suggested tabling a decision until after the upcoming conference to see what may be available from other vendors.

A motion was made by Commissioner Jackson, seconded by Commissioner Schaefer, approving up to six (6) (5 Board members and the Chief) to attend the Association of Fire Districts of the State of New York Spring Conference, April 18-21, 2018 in Albany, New York, at an approximate cost of $1,600.00 per person. Approved 5-0.

Commissioner Sacks will respond to the Town Planning Board regarding the Lewis Road PRD Subdivision – Pre-application.

The Secretary will notify Mr. Mendenhall that the Meeting Room is not available during the month of May. Availability would be in April or June.

ABSTRACT OF BILLS

A motion was made by Commissioner Davonski, seconded by Commissioner Schaefer, approving the Abstract of Bills for the General Fund consisting of 37 checks totaling $33,739.87 and the Abstract of Bills for the Apparatus Reserve Fund consisting of 5 checks totaling $1,908.21 and to authorize the transfer of $75,000.00 from the Money Market to the Checking Account. Approved 5-0.

At 9:29 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

BID OPENING – 2006 FORD E350 VAN

FEBRUARY 1, 2018

The bid opening was called to order by Chairman Aaron Sacks at 7:00 p.m. Present were Commissioners Aaron Sacks, Allyn Jackson, James Schaefer and Jennifer Davonski, Treasurer Nancy Knotoff and Secretary Lorraine Gregory.

The following bid was received:

                        Steven Zanazzi - $575.00

A motion was made by Commissioner Jackson, seconded by Commissioner Davonski, rejecting the bid from Steven Zanazzi in the amount of $575.00 since it did not meet the minimum requirement of $4,500.00. Approved 4-0.

At 7:05 p.m., a motion was made by Commissioner Sacks, seconded by Commissioner Schaefer, to adjourn the bid opening.

Submitted by:

Lorraine Gregory, Secretary

EAST QUOGUE FIRE DISTRICT

BID OPENING – REFURBISHING 1998 SEAGRAVE PUMPER

FEBRUARY 1, 2018

The bid opening was called to order by Chairman Aaron Sacks at 7:15 p.m. Present were Commissioners Aaron Sacks, Allyn Jackson, James Schaefer, Michael Mattera and Jennifer Davonski, Treasurer Nancy Knotoff and Secretary Lorraine Gregory.

The following bid was received:

                        RVI – Rescue Vehicles, Inc. - $50,803.00

A decision will be made under Old Business at the Regular Monthly Meeting.

At 7:20 p.m., a motion was made by Commissioner Sacks, seconded by Commissioner Schaefer, to adjourn the bid opening.

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 1, 2018 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 Apparatus Reserve Fund of said Fire District for the purchase and installation of one (1) Stryker Power Load including Powerload Compatability Upgrade Kits and ProCare Upgrade of Existing Cots, 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 1, 2018

                                                           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

JANUARY 5, 2018

The Regular Monthly Meeting of the Board of Fire Commissioners of the East Quogue Fire District was called to order by Chairman Aaron Sacks at 7:40 p.m. Present were Commissioners Aaron Sacks, Allyn Jackson, James Schaefer, Jennifer Davonski and Michael Mattera, Chief Scott Davonski, First Assistant Chief Scott Flynn and Second Assistant Chief David Rosante, Treasurer Nancy Knotoff and Secretary Lorraine Gregory.

FIREHOUSE ATTENDANT REPORT

No report submitted.

Commissioner Jackson will arrange for Ken Roussell to move the snow away from access areas.

ITEMS FOR DISCUSSION

After a brief discussion regarding paid bereavement days, a resolution was drawn up and states as follows:

2018-15. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to grant that two (2) paid bereavement days be given to full time paid employees when the death involves a spouse, child, parent, sibling, mother-in-law and father-in-law and that such policy be added to the East Quogue Fire District’s Employee Policy. Approved 5-0.

A motion was made by Commissioner Davonski, seconded by Commissioner Jackson, accepting adoption of Resolution 2018-15. Approved 5-0.

EMS REPORT

See attached report presented by Commissioner Davonski.

STAFF REPORT

Noted.

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

2018-16. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to remove Jennifer Lehmann from the On Call First Responder Rolls, effective immediately, and to notify her in writing.

A motion was made by Commissioner Schaefer, seconded by Commissioner Davonski, accepting adoption of Resolution 2018-16. Approved 5-0.

2018-17. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to retain Sarah Powell as an On Call First Responder, at an hourly rate of $22.00.

A motion was made by Commissioner Schaefer, seconded by Commissioner Davonski, accepting adoption of Resolution 2018-17.

If Ms. Powell is not interested in the position, Commissioners Schaefer and Davonski will hire another candidate and so advise the Board.

EQUIPMENT AND SUPPLIES

1. 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 $629.03 (Hammer Medical - $449.35, Moore Medical - $179.68). Approved 5-0.

2. 2. A motion was made by Commissioner Schaefer, seconded by Commissioner Davonski, to table the purchase of the video laryngoscope. Approved 5-0.

Chief Davonski advised the Board that the PCR internet issues at Peconic Bay have now been resolved. The Chief made these issues known at the recent EMS Leadership Conference. A training session is scheduled for January 15, 2018.

MAINTENANCE REPORT

No report submitted.

CHIEF'S REPORT

See attached report.

REQUESTS

Request 1. - A motion was made by Commissioner Davonski, seconded by Commissioner Schaefer, authorizing the purchase of new hose and fittings for 7-6-1 from Coastal Fire Systems, Inc., at a cost of $7,208.68 (Town of Babylon contract pricing). Approved 5-0.

Request 2. - A motion was made by Commissioner Davonski, seconded by Commissioner Schaefer, authorizing the purchase of assorted equipment for 7-6-1 from Firematic Supply, Inc., at a cost of $1,714.52. Approved 5-0.

Request 3. - A motion was made by Commissioner Davonski, seconded by Commissioner Schaefer, authorizing the purchase of two (2) axes and two (2) halligan bars for 7-6-1from Coastal Fire Systems, Inc., at a cost of $620.00. Approved 5-0.

ITEMS FOR DISCUSSION

1. 1. 7-6-8 will be refurbished and brought up to safety and mechanical standards in accordance with NFPA 1041Standards. The refurbishing will be put out to bid.

2. 2. Commissioner Jackson will speak with Fully Involved and get their opinion as to whether the front end of the Brush Truck -7-6-12 needs to be replaced.

ATTORNEY DISCUSSION

Mr. Glass not in attendance.

MINUTES

A motion was made by Commissioner Jackson, seconded by Commissioner Schaefer, accepting the Minutes of the December 26, 2017 Year End Meeting. Approved 4-0. Abstain -1. (Commissioner Mattera not in attendance at the Year End Meeting).

TREASURER'S REPORT

Ms. Knotoff advised the Board that the auditor is scheduled for January 20, 2018.

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

COMMUNICATIONS AND CORRESPONDENCE

Letters were presented to the Board from the East Quogue Fire Department advising the Board of the Chiefs’ positions for 2018 and the swearing in of Catherine Westra as a probationary member.

OLD BUSINESS

Commissioner Sacks advised the Board that the new ambulance was delivered and is in the Steel Building and that Mr. Schaffauer will begin installing the radios on Monday.

The Secretary will place an ad in the upcoming issue of the “Southampton Press – Western Edition” regarding the sale of the 2006 Ford E350 Van.

NEW BUSINESS

2018-18. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve that the On Call First Responders will be paid the hourly rate of time and one-half when scheduled to work on the following holidays:

                                    New Year’s Day – January 1

                                    Easter Sunday

                                    Memorial Day

                                    July 4

                                    Labor Day

                                    Thanksgiving Day

                                    Christmas Day – December 25

A motion was made by Commissioner Schaefer, seconded by Commissioner Jackson, accepting the adoption of Resolution 2018-18. Approved 5-0.

ABSTRACT OF BILLS

A motion was made by Commissioner Davonski, seconded by Commissioner Schaefer, approving the Abstract of Bills for the General Fund consisting of 18 checks totaling $23,537.19 and to authorize the transfer of $40,000.00 from the Money Market to the Checking Account. Approved 5-0.

At 8:45 p.m., there being no further business, a motion was made by Commissioner Jackson, seconded by Commissioner Davonski, to adjourn the meeting. Approved 5-0.

Submitted by
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                           Lorraine Gregory, Secretary

EAST QUOGUE FIRE DISTRICT

ORGANIZATIONAL MEETING

JANUARY 5, 2018

The Organizational Meeting of the Board of Fire Commissioners of the East Quogue Fire District was called to order by Treasurer, Nancy Knotoff, at 7:05 p.m. Present were Commissioners Allyn Jackson, Aaron Sacks, James Schaefer, Michael Mattera and Jennifer Davonski, Chief Scott Davonski, First Assistant Chief Scott Flynn and Second Assistant Chief David Rosante (7:30 p.m.), Treasurer Nancy Knotoff and Secretary Lorraine Gregory.

Newly elected Commissioner Michael Mattera was sworn in by the Treasurer, Nancy Knotoff.

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

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

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

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

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

Chairman Aaron Sacks took charge of the meeting and called for the appointment of Lorraine Gregory, as Secretary, with a monthly retainer of $1,199.99.

A resolution was drawn up and states as follows:

2018-01. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to appoint Lorraine Gregory as District Secretary with a monthly retainer of $1,166.00.

A motion was made by Commissioner Davonski, seconded by Commissioner Schaefer, accepting adoption of Resolution 2018-01. Approved 5-0.

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

The monthly retainer of $1,326.13 was set for the Treasurer, Nancy Knotoff.

A resolution was drawn up and states as follows:

2018-02. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve that the District Treasurer receive a monthly retainer of $1,326.13.

A motion was made by Commissioner Schaefer, seconded by Commissioner Davonski, accepting adoption of Resolution 2018-02. Approved 5-0.

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

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

A resolution was drawn up and states as follows:

2018-03. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to appoint William F. Glass, Jr., Esq. as the Attorney for the District with an annual retainer of $6,300.00 for services outlined in Schedule A including attendance at one (1) monthly meeting – Legal Services Section I and II, an hourly rate of $250.00 (billed in ¼ hour increments) for services outlined in Schedule A – Legal Services Section III and reimbursement of no more than $200.00 which is 1/25 of his actual and necessary expenses in connection with his attendance at the two annual meetings of the AFDSNY and the annual meeting of the NFPA.

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

A resolution was drawn up and states as follows:

2018-04. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to accept the “Southampton Press - Western Edition” as the official District newspaper.

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

A resolution was drawn up and states as follows:

2018-05. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to accept HSBC, Capital One and Peoples United as depositories for the District and that Nancy Knotoff, as Treasurer, be designated as the sole official to sign checks for the District.

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

A resolution was drawn up and states as follows:

2018-06. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to authorize that checks written for payments in the amount of $5,000.00 or more be signed by both the Treasurer, Nancy Knotoff, and the Chairman of the Board, Aaron Sacks, and in the Chairman’s absence, by Vice-Chairman Allyn Jackson.

A motion was made by Commissioner Schaefer, seconded by Commissioner Davonski, designating that the 2018 Monthly Meetings of the Fire District be held at the East Quogue Firehouse on the first Thursday of the month, at 7:30 p.m. The Budget Hearing will be held on Tuesday, October 16, 2018, at 7:00 p.m. Immediately following the Budget Hearing, there will be a Special Meeting to adopt the 2019 Budget. The Year-End Meeting will be held on Wednesday, December 26, 2018, at 7:00 p.m. Workshops will be held, as needed, on the fourth Wednesday of each month at 7:30 p.m. Approved 5-0.

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

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

Association of Fire Districts State of New York

FDIC

International Chiefs Association

New York State Chiefs Association

Southampton Town Fire District Association

Suffolk County Fire Districts Association                                                     Approved 5-0.

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

New York State Chiefs Association

Southampton Town Chiefs Council

Southampton Town EMS

Suffolk County Fire Chiefs Association

South Fork Fire Police Association                                                                Approved 5-0.

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

HOUSE

All Commissioners as listed.

Website - Jennifer Davonski, Michael Mattera

Key System - Jennifer Davonski, Aaron Sacks

Dinner Dance - Allyn Jackson, James Schaefer

ID Cards - Jennifer Davonski, Aaron Sacks

Room Requests - Allyn Jackson, James Schaefer

Juniors - Jennifer Davonski, Michael Mattera

PURCHASING

Firematic Equipment and Supplies - Aaron Sacks, Allyn Jackson

Medical Equipment and Supplies - James Schaefer, Jennifer Davonski

Electronic Equipment and Supplies - Aaron Sacks, Allyn Jackson

Uniforms - Aaron Sacks, James Schaefer

Misc. Supplies - Allyn Jackson, Michael Mattera

MAINTENANCE AND REPAIR

Apparatus and Automotive - Allyn Jackson, Aaron Sacks

Firematic Equipment and Tools - Aaron Sacks, Michael Mattera

EMS Equipment - James Schaefer, Jennifer Davonski

Buildings - Allyn Jackson, Aaron Sacks

Grounds - James Schaefer, Michael Mattera

AUDITING

Aaron Sacks, Chairman

Nancy Knotoff, Treasurer

SERVICE AWARD PROGRAM

James Schaefer

Allyn Jackson

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

James Schaefer

Allyn Jackson

NEW APPARATUS PURCHASING

All Commissioners

FIREHOUSE ATTENDANT - Supervisory and Evaluation Review

Aaron Sacks

Jennifer Davonski

OFFICE PERSONNEL - Supervisory and Evaluation Review

Aaron Sacks

Allyn Jackson

FIRST RESPONDER PROGRAM - Supervisory and Evaluation Review

James Schaefer

Jennifer Davonski

INSURANCE ACCIDENT CLAIMS

Aaron Sacks

Allyn Jackson

MAJOR CONSTRUCTION

All Commissioners

JUNIORS LIASON WITH THE CHIEF

Jennifer Davonski

Michael Mattera                                                                                              Approved 5-0.

At this point (7:30 p.m.), Second Assistant Chief David Rosante arrived at the meeting and was sworn in by the Treasurer, Nancy Knotoff.

A motion was made by Commissioner Schaefer, seconded by Commissioner Jackson, to retain David Schaffauer as Firehouse Attendant, at an hourly rate of $26.48. Approved 5-0.

A resolution was drawn up and states as follows:

2018-07. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to retain David Schaffauer as Firehouse Attendant, at an hourly rate of $26.48.

A motion was made by Commissioner Davonski, seconded by Commissioner Jackson, to retain John C. Ryckman as Part Time Custodian, at an hourly rate of $16.69. Approved 5-0.

A resolution was drawn up and states as follows:

2018-08. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to retain Jack Ryckman as Part Time Custodian, at an hourly rate of $16.69.

A motion was made by Commissioner Davonski, seconded by Commissioner Jackson, to retain First Responder, Amit Patel, at an hourly rate of $27.58 which includes disability insurance. Approved 5-0.

A resolution was drawn up and states as follows:

2018-09. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to retain First Responder, Amit Patel, at an hourly rate of $27.58 which includes disability insurance.

A motion was made by Commissioner Davonski, seconded by Commissioner Jackson, to retain all On Call First Responders, at an hourly rate of $22.00. Approved 5-0.

A resolution was drawn up and states as follows:

2018-10. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to retain all On Call First Responders, at an hourly rate of $22.00.

A motion was made by Commissioner Davonski, seconded by Commissioner Schaefer, to retain part time labor for the performance of miscellaneous incidental work, at an hourly rate of $15.00. Approved 5-0.

A resolution was draw up and states as follows:

2018-11. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to retain part time labor for the performance of miscellaneous incidental work, at an hourly rate of $15.00.

At this point, the Board authorized the Treasurer to file a copy of the Annual Report to the Department of Audit and Control within sixty (60) days after the end of the fiscal year (March 1, 2018) and to submit same to the Board.

A motion was made by Commissioner Jackson, seconded by Commissioner Davonski, to reaffirm the East Quogue Fire District Policy and Procedures Manual, as revised February 2, 2017, containing the following:

2018-12. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to reaffirm the East Quogue Fire District Policy and Procedures Manual, as revised February 2, 2017, containing the following:

                                    Distribution of Alcohol

                                    Public Access to Records

                                    Military Leave

                                    Driver Standards Vehicle Operations

                                    District Cell Phone

                                    Code of Ethics

                                    Credit Card

                                    Conduct of Elections

                                    Social Media

                                    Classification of Firefighters

                                    Medical Leave

                                    Procurement

                                    Progressive Discipline

                                    Public Comment at a Meeting

                                    Travel Expense

                                    Workplace Harassment

                                    Investments

                                    Fixed Assets

                                    Inspection Dinner

                                    Use of Chief’s Vehicle

                                    Meals and Reimbursement

                                    Bidding

                                    Indemnification Fire District Officers

                                    Records Retention

                                    Substance Abuse

                                    Seat Belt Use

                                    Fund Balance 

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

A resolution was drawn up and states as follows:

2018-13. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to reestablish the following Capital Reserve Funds:

                        Building & Grounds Reserve Fund (Generic)

Apparatus & Equipment Reserve Fund (Generic)

                        Communications Reserve Fund (Generic)

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

A resolution was drawn up and states as follows:

2018.14. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to reaffirm the Financial Reporting Requirements of Governmental Accounting Standards Board (GASB) Statement 54 now in effect.

At 7:40 p.m., there being no further business for the Organizational Meeting, a motion was made by Commissioner Sacks, seconded by Commissioner Davonski, to adjourn the meeting. Approved 5-0.

Submitted by:

Lorraine Gregory, Secretary

NOTICE TO BIDDERS

Please take notice that sealed bids for the refurbishing of one (1) 1998 Seagrave Pumper, bringing the vehicle up to safety and mechanical standards in accordance with NFPA 1041 Guidelines, will be accepted by the Board of Fire Commissioners until 7:15 p.m. (prevailing time) on Thursday, February 1, 2018, at which time the bids will be opened and read aloud.  Specifications will be available for pick up from the Board of Fire Commissioners of the East Quogue Fire District, 465 Montauk Highway, East Quogue, New York 11942, Monday through Friday, between the hours of 9:00 a.m. to 4:00 p.m., beginning January 18, 2018, by first calling David Schaffauer, Firehouse Attendant, Cell Phone Number 631 466-0529.  Bids should be presented in a sealed envelope marked “Bid – 1998 Seagrave Pumper”.  A Certificate of Non-Collusion shall accompany all bids.  The Board of Fire Commissioners reserves the right to reject any and all bids and to re-advertise for new bids in its discretion.

Dated:  January 10, 2018

BY ORDER OF THE BOARD OF FIRE

COMMISSIONERS OF THE EAST QUOGUE FIRE DISTRICT

_________________________________

Lorraine Gregory

Fire District Secretary

PUBLIC NOTICE

Please take notice that the East Quogue Fire District of the Town of Southampton, County of Suffolk, New York, will hold its regular monthly meetings for the year 2018 at the East Quogue Firehouse, 465 Montauk Highway, East Quogue, New York on the first Thursday of the month, at 7:30 p.m.  The Budget Hearing will be held on Tuesday, October 16, 2018, at 7:00 p.m.  Immediately following the Budget Hearing, there will be a Special Meeting to adopt the 2019 Budget.  The Year-End Meeting will be held on Wednesday, December 26, 2018, at 7:00 p.m.  Workshops will be held, as needed, on the fourth Wednesday of each month at 7:30 p.m.  All meetings of the East Quogue Fire District are open to the public. This notification is being given to the news media pursuant to the provisions of Section 94 of the Public Officers Law of the State of New York.  By order of the Board of Fire Commissioners of the East Quogue Fire District.

Dated:  January 5, 2018

Lorraine Gregory

Secretary

Board of Fire Commissioners

East Quogue Fire District

EAST QUOGUE FIRE DISTRICT

SPECIAL MEETING

DECEMBER 26, 2017

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

FIRE HOUSE ATTENDANT REPORT

Mr. Schaffauer was not requested to attend the meeting.

EMS REPORT

Mr. Patel was not requested to attend the meeting.

MAINTENANCE REPORT

No report submitted.

CHIEF'S REPORT

The Chiefs were not requested to attend the meeting.

ATTORNEY DISCUSSION

Mr. Glass not in attendance.

MINUTES

A motion was made by Commissioner Schaefer, seconded by Commissioner Sacks, to accept the Minutes of the December 7, 2017 Regular Monthly Meeting.  Approved 4-0.

TREASURER'S REPORT

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

2017-58.  The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to authorize the transfer of $67.78 from Telephone - 270-001 to Office Supplies - 260-001.

2017-59.  The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to authorize the transfer of $445.30 from Bank Charges - 460-001 to Office/Computer Maintenance/Supply - 450-001.

2017-60.  The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to authorize the transfer of $115,359.18 remaining in the 2017 Budget to the Fund Transfer Account.

2017-61.  The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to authorize the transfer of $25,000.00 from the 2017 Budget to the Communications Reserve Fund.

2017-62.  The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to authorize the transfer of $40,000.00 from the 2017 Budget to the Building Reserve Fund.

2017-63.  The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to authorize the transfer of $145,359.18 from the 2017 Budget to the Apparatus Reserve Fund.

2017-64.  The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to authorize the transfer of $220,000.00 from the General Fund Money Market to the General Fund Checking Account.

A motion was made by Commissioner Davonski, seconded by Commissioner Schaefer, accepting the adoption of Resolutions 2017-58 through 2017-64.  Approved 4-0.

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

COMMUNICATIONS AND CORRESPONDENCE

No correspondence presented.

OLD BUSINESS

No discussion.

NEW BUSINESS

Commissioner Jackson stated that, since Michael Mattera is not a member of the Department and does not have a Class A uniform, perhaps the Board should consider some sort of Commissioner’s uniform.

ABSTRACT OF BILLS:

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

Abstract #2 of 3 for the Apparatus Fund in the amount of $238,503.84, consisting of 6 checks

Abstract #3 of 3 for the General Fund in the amount of $227,050.14, consisting of 28 checks            Approved 5-0.

At 7:45 p.m., there being no further business, a motion was made by Commissioner Sacks, seconded by Commissioner Schaefer, to adjourn the meeting.  Approved 4-0.

Submitted by:

Lorraine Gregory, Secretary

NOTICE TO BIDDERS

Please take notice that sealed bids for the sale of one (1) Pre-owned, “As Is”, 2006 Ford E350 Van, White Body with Red Side Stripe, mileage 18,518.5, VIN #1FBSS31L36DA37420 will be received by the Board of Fire Commissioners of the East Quogue Fire District, 465 Montauk Highway, P.O. Box 860, East Quogue, New York 11942 until 7:00 P.M. (prevailing time) on February 1, 2018, at which time the bids will be opened and read aloud.  Bids should be presented in a sealed envelope marked “Bid – 2006 Ford E350 Van”.  The minimum bid is $4,500.00.  The Board of Fire Commissioners reserves the right to reject any and all bids and to re-advertise for new bids in its discretion.

Dated:  January 5, 2018

BY ORDER OF THE BOARD OF FIRE

COMMISSIONERS OF THE EAST QUOGUE FIRE DISTRICT

_________________________________

Lorraine Gregory

Fire District Secretary

The Regular Monthly Meeting of the Board of Fire Commissioners of the East Quogue Fire District was called to order by Chairman Allyn Jackson at 7:30 p.m.  Present were Commissioners  Allyn Jackson, James Schaefer, Aaron Sacks, Jennifer Davonski and Jonathan Erwin, Chief Scott Davonski, Second Assistant Chief David Rosante (left at 8:04 p.m.), First Responder Amit Patel (left at 8:00 p.m.), Treasurer Nancy Knotoff and Secretary Lorraine Gregory.

FIREHOUSE ATTENDANT REPORT

See attached report.

Commissioner Sacks will take care of having Norske do the gutters and ice breakers on the Steel Building.

ITEMS FOR DISCUSSION

1. Noted.

2. Noted.

3. Noted.

4. Noted.

5. Mr. Schaffauer will be asked for recommendations.

EMS REPORT

See attached report.

STAFF REPORT

1. Noted.

2. Noted.

EQUIPMENT AND SUPPLIES

1. A motion was made by Commissioner Davonski, seconded by Commissioner Schaefer, authorizing the purchase of the medical supplies requested from Hammer Medical, at a total cost of $486.65.  Approved 5-0.

2. Tabled.
3. Tabled.

MAINTENANCE REPORT

The Work Order Report dated 11/02/2017 - 12/7/17 was presented to the Board.

CHIEF'S REPORT

See attached report.

REQUESTS

Request 1.  -  A motion was made by Commissioner Sacks, seconded by Commissioner Schaefer, authorizing the purchase of three (3) Marine Radios from Amazon, at an approximate total cost of $554.46.  Approved 5-0.

ITEMS FOR DISCUSSION

1. A motion was made by Commissioner Sacks, seconded by Commissioner Schaefer, granting permission for William Potter to use the Meeting Room on February 10, 2018 for an engagement party.  Approved 5-0.

2. The physical dates are scheduled for Saturday, February 3, 2018, from 9:30 a.m. to 11:30 a.m. and Monday, March 12, 2018 from 6:30 p.m. to 8:00 p.m.

3. To be discussed in Executive Session.

ATTORNEY DISCUSSION

Mr. Glass not in attendance.

MINUTES

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

TREASURER'S REPORT

Ms. Knotoff advised the Board that the State Comptroller had done a mini-audit regarding the tax cap form and found it to be in order.

Ms. Knotoff advised the Board that she had received the following four audit proposals:

Cullen & Danowski  -  $11,200.00

Jones & Little  -  $7,500.00

Markowitz Fenelon  -  $9,250.00

EF PR Group  -  $6,960.00 (located in Buffalo, New York)

2017-50.  The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to accept the Audit Proposal from Jones & Little, in the amount of $7,500.00.

A motion was made by Commissioner Sacks, seconded by Commissioner Schaefer, accepting the adoption of Resolution 2017-50.  Approved 5-0.

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

2017-51.  The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to transfer the sum of $13,708.00 from NYS Retirement – 600-001 to Repairs to Firematic Equipment – 200-001.

2017-52.  The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to transfer the sum of $8,000.00 from Fuel Gas Buildings – 280-001 to Repairs Buildings and Grounds – 220-001.

2017-53.  The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to transfer the sum of $1,000.00 from Lights – 280-001 to Telephone – 270-001.

2017-54.  The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to transfer the sum of $1,499.09 from Fire Prevention – 330-001 to Conventions/Meetings – 310-001.

2017-55.  The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to transfer the sum of $1,000.00 from Gas/Oil Vehicles – 300-001 to Medical Exams – 340-001.

2017-56.  The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to transfer the sum of $3,000.00 from Gas/Oil Vehicles – 300-001 to Uniforms Class A – 370-002.

A motion was made by Commissioner Sacks, seconded by Commissioner Erwin, approving the adoption of Resolutions 2017-51 through 2017-56.  Approved 5-0.

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

COMMUNICATIONS AND CORRESPONDENCE

Miscellaneous correspondence was presented to the Board including a letter from the East Quogue Fire Department regarding the resignation of Brendan Dickson and the probationary membership of Catherine Westra, a letter from Chief Davonski regarding Randy Kracke and enclosing a copy of his letter to Randy Kracke and a fuel oil bid from Mendenhall Fuel (Note:  Fuel Oil Bid was not required this year.)

OLD BUSINESS

Commissioner Erwin stated that he was thankful to have been able to serve on the Board all of these years and to have been part of doing good for the community.

Commissioner Sacks advised the Board that the new ambulance should be delivered by the end of the month and that he, Chief Davonski, First Assistant Chief Flynn and Butch Danowski would be going to Wisconsin in January to inspect the new pumper.

After a brief discussion regarding the refurbishing of the 1998 Seagrave Pumper - 7-6-8, a resolution was drawn up and states as follows:

2017-57.  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 Apparatus Reserve Fund of said Fire District for the refurbishing of the 1998 Seagrave Pumper (7-6-8), Series 60, VIN #1FE9E0Q8T3WEST2070, 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 Sacks, accepting adoption of Resolution 2017-57.  Approved 5-0.

A brief discussion ensued regarding the Town Board voting down The Hills.  Commissioner Sacks will prepare a letter to the Town Board expressing the District’s disappointment in the outcome of the vote.

Commissioner Jackson reminded the Board that the electrical inspection is not yet done, the roof repairs are on hold, the back fence needs repair and the Employee Manual is still being worked on.

Commissioner Jackson advised the Board that he had spoken with the Town Planning Department regarding the tower that is going up in the hills and was advised that there is nothing the District needs to do.  Commissioner Erwin asked Commissioner Jackson if the District will be given space on the tower and, if so, suggested getting that in writing.

NEW BUSINESS

After a brief discussion regarding the accident David Rosante had with his vehicle, a motion was made by Commissioner Sacks, seconded by Commissioner Schaefer, authorizing the payment of $1,077.92 to Croce’s Body Shop, Inc. to cover the cost of the repairs to the vehicle damaged by Second Assistant Chief David Rosante’s District vehicle.  Approved 5-0.

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

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

ABSTRACT OF BILLS

A motion was made by Commissioner Sacks, seconded by Commissioner Jackson, approving the Abstract of Bills for the General Fund consisting of 44 checks totaling $60,169.35 and to authorize the transfer of $85,000.00 from the Money Market to the Checking Account.  Approved 5-0.

At 8:46 p.m., a motion was made by Commissioner Jackson, seconded by Commissioner Schaefer, calling the meeting into Executive Session to discuss the discipline of a member.  Approved 5-0.

At this point, Commissioner Sacks left the room.

At 9:10 p.m., a motion was made by Commissioner Erwin, seconded by Commissioner Schaefer, calling the meeting out of Executive Session.  Approved 4-0.

At this point, Commissioner Sacks returned to the room.

A motion was made by Commissioner Erwin, seconded by Commissioner Schaefer, approving that a letter of reprimand be sent to Randy Kracke regarding his behavior at an incident that occurred on November 15, 2017 in the Firemen’s Room.  Approved 4-0.  Recused – Commissioner Sacks.

Chairman Allyn Jackson  -  Aye

Commissioner James Schaefer  -  Aye

Commissioner Jonathan Erwin  -  Aye

Commissioner Jennifer Davonski - Aye

At 9:15 p.m., a motion was made by Commissioner Jackson, seconded by Commissioner Schaefer, to adjourn the meeting.  Approved 5-0.

Submitted by
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                             Lorraine Gregory, Secretary

PUBLIC NOTICE

Please take notice that the Organizational Meeting of the East Quogue Fire District of the Town of Southampton, County of Suffolk, New York, for the year 2018 will be held on Thursday, January 4, 2018, 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 18, 2017

Lorraine Gregory

Secretary

Board of Fire Commissioners

East Quogue Fire District

Drawer 860, East Quogue, NY 11942

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 December 7, 2017 duly adopted the following resolution:

            BE IT RESOLVED, pursuant to the provisions of the General Municipal Law and the Town Law of the State of New York, that a sum not to exceed $50,000.00 be expended from the Apparatus Reserve Fund of said Fire District for the refurbishing of

the 1998 Seagrave Pumper (7-6-8), Series 60, VIN #1FE9E0Q8T3WEST2070, 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:  December 7, 2017

                                                            BY ORDER OF THE BOARD OF FIRE

                                                            COMMISSIONERS OF THE

                                                            EAST QUOGUE FIRE DISTRICT

                                                            Town of Southampton, Suffolk County, New York

                                                            _________________________________________

                                                            By:  LORRAINE GREGORY

                                                            Fire District Secretary

   ANNUAL ELECTION OF

EAST QUOGUE FIRE DISTRICT

DECEMBER 12, 2017

PLEASE TAKE NOTICE that the Annual Election of the East Quogue Fire District will take place on December 12, 2017, 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 purpose of electing one Commissioner for a five year term commencing on January 1, 2018 and ending on December 31, 2022.

Candidates for the District Office of Commissioner 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 on or after November 10, 2017 but no later than November 22, 2017, on regular business days between the hours of 8:30 AM and 4:00 PM.  Such petition must contain the name and address of the candidate (the candidate’s legal residence, not a P.O. Box).  Petition forms may be obtained from the Fire District Secretary.

NOTICE is further given that the following proposition shall be presented to the qualified voters of the Fire District at said Annual Election:

PROPOSITION

SHALL the Defined Benefit Program established by the Length of Service Award Program as approved by the voters of the East Quogue Fire District, Town of Southampton, County of Suffolk, State of New York be amended to provide that the maximum number of years that may be earned in the plan be increased from 30 years to 40 years, such change bearing an estimated annual cost of $20,600.00, BE APPROVED?

All residents of the Fire District duly registered with the Suffolk County Board of Elections as of November 20, 2017 shall be eligible to vote.

Dated:  November 3, 2017

                                                            BY ORDER OF THE BOARD OF FIRE

                                                            COMMISSIONERS OF THE

                                                            EAST QUOGUE FIRE DISTRICT

                                                            Town of Southampton, Suffolk County, New York

                                                            _________________________________________

                                                            By:  LORRAINE GREGORY

                                                                    Fire District Secretary

EAST QUOGUE FIRE DISTRICT

REGULAR MONTHLY MEETING

OCTOBER 5, 2017

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

FIREHOUSE ATTENDANT REPORT

See attached report.

ITEMS FOR DISCUSSION

None.

EMS REPORT

See attached report.

STAFF REPORT

Noted.

EQUIPMENT AND SUPPLIES

1. A motion was made by Commissioner Schaefer, seconded by Commissioner Sacks, authorizing the purchase of the medical supplies requested, at a total cost of $2,478.29 (Hammer Medical - $1,479.67, Boundtree - $119.07, Zoll Medical - $879.55).  Approved 4-0.

2. Commissioner Sacks will order.

3. Noted.

4. Noted.

Commissioner Schaefer advised the Board and Mr. Patel that a lot of outdated medications were removed from the ambulances and requested Mr. Patel to follow up on this with the On Call personnel.  Commissioner Sacks suggested that spot checks be done.

Commissioner Schaefer also advised the Board that the District needs to hire additional On Call First Responder personnel and that he will be more aggressive in obtaining resumes.

Mr. Patel left the meeting at 8:50 p.m.

MAINTENANCE REPORT

The Work Order Report dated 9/1/2017 - 10/4/17 was presented to the Board.

Commissioner Sacks advised the Board that the Brush Truck had been repaired.

CHIEF'S REPORT

See attached report.

REQUESTS

Request 1.  -  A motion was made by Commissioner Erwin, seconded by Commissioner Schaefer, authorizing the purchase of one (1) Altair Gas Meter 12-volt Charger for 7-6-11 from Firematic Supply, at an approximate cost of $210.00.  Approved 4-0.

Request 2.  -  A motion was made by Commissioner Schaefer, seconded by Commissioner Sacks, authorizing the purchase of EMS Gear for Stephanie Kober from Coastal Fire Systems, at an approximate cost of $595.32.  Approved 4-0.

Request 3.  -  A motion was made by Commissioner Sacks, seconded by Commissioner Schaefer, authorizing the purchase of four (4) EMS Helmets from Coastal Fire Systems, at an approximate cost of $1,026.00 ($256.50 each).  Approved 4-0.

Request 4.  -  Cost is less than $100.00 and may be ordered directly by the Chief.

ITEMS FOR DISCUSSION

1. A motion was made by Commissioner Erwin, seconded by Commissioner Schaefer, authorizing the purchase of one (1) pair of boots for EMS Stephanie Kober, at a cost not to exceed $300.00.   Approved 4-0.

2. A motion was made by Commissioner Sacks, seconded by Commissioner Schaefer, granting permission for Theodore Jankowski to use the Meeting Room on Sunday, October 29, 2017.  Approved 4-0.

3. No motion required for Training.

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

ATTORNEY DISCUSSION

Mr. Glass not in attendance.

MINUTES

A motion was made by Commissioner Sacks, seconded by Commissioner Schaefer, accepting the Minutes of the September 7, 2017 Regular Monthly Meeting.  Approved 4-0.

TREASURER'S REPORT

Ms. Knotoff advised the Board that the 2018 Proposed Budget was filed with the Town and has been posted on the District’s website.  The Budget Hearing is scheduled for Tuesday, October 17, 2017, at 7:00 p.m. with a Special Meeting to immediately follow.

A motion was made by Commissioner Jackson, seconded by Commissioner Schaefer, authorizing the purchase of a new desk chair for the Treasurer, at a cost not to exceed $200.00.  Approved 4-0.

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

COMMUNICATIONS AND CORRESPONDENCE

Miscellaneous correspondence was presented to the Board including a letter from the SCWA regarding a hydrant installation at Shinnecock Avenue, a letter from the East Quogue Fire Department regarding the swearing in of Danielle Tasso and the resignation of Shaun Enright, an e-mail from the Town of Southampton regarding RES-2017-875 and a letter from the Town of Southampton regarding RES-2017-906 and RES-2017-907.

OLD BUSINESS

Commissioner Jackson requested the Secretary to forward a letter to the Town Supervisor and Town Board Members reaffirming the District’s position on The Hills.

Commissioner Sacks advised the Board that, at the September meeting, he had made an error in quoting the price for the gutter system for the Steel Building.  The proposal from DAG was $1,700.00, not $1,500.00.  A motion was made by Commissioner Sacks, seconded by Commissioner Schaefer, accepting the proposal from DAG for the installation of gutters on the Steel Building, at an approximate cost of $1,700.00.  Approved 4-0.  (Note:  The price was lower than that submitted by Martin’s Roofing/Siding - $1,850.00.)  Approved 4-0.

A motion was made by Commissioner Jackson, seconded by Commissioner Sacks, authorizing the lettering of the new 2017 Ford 350, at an approximate cost of $2,200.00.  Approved 4-0.

A motion was made by Commissioner Sacks, seconded by Commissioner Erwin, authorizing the changes to the specifications for the new Seagrave Pumper, at an approximate total cost of $19,349.70.  Approved 4-0.

2017-36.  -  The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to Amend the Service Award Program of the East Quogue Fire District:

BE IT RESOLVED THAT:

The Defined Benefit Program established by the Length of Service Award Program as approved by the voters of the East Quogue Fire District, Town of Southampton, County of Suffolk, State of New York shall be amended to provide that the maximum number of years that may be earned in the plan be increased from 30 years to 40 years, such change bearing an estimated annual cost of $20,600.00.

AND BE IT FURTHER RESOLVED THAT:

The above resolution shall be presented to the voters of the East Quogue Fire District at the annual election thereof to be held on December 12, 2017, between the hours of 5:30 p.m. and 9:00 p.m. at the East Quogue Firehouse, 465 Montauk Highway, East Quogue, New York and that the Secretary of the Fire District is hereby directed to cause public notice of such election to be published in timely fashion, according to statutory prescription.

Such resolution to take effect as of the 1^st day of January, 2018 if approved by the voters of the Fire District.

A motion was made by Commissioner Schaefer, seconded by Commissioner Erwin, accepting adoption of Resolution 2017-36.  Approved 4-0.

NEW BUSINESS

Commissioner Erwin advised the Board that he will not be running for re-election in December.

2017-37.  Whereas, Section 175-a of the Town Law, as amended, provides for a system of registration of Fire District elections; and

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

            Now therefore, be it resolved that three resident election inspectors of the East Quogue Fire District, namely, Faith Erwin, Stephen M. Gregory, Jr. and Patricia Densieski be appointed to constitute the East Quogue Fire District Board of Elections for the 2017 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, Linda DeRosa, Patricia Despres and Theresa Gregory;

            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 Schaefer, seconded by Commissioner Sacks, accepting adoption of Resolution 2017-37.  Approved 4-0.

Commissioner Erwin also advised the Board that there is a Ford recall regarding 7-6-80. 

The recall has to do with CO coming through holes that have been drilled in the rear of the vehicle.  Ford will repair the holes.

Commissioner Erwin suggested declaring the old 7-6-6 car as surplus and to remove the lights.  The vehicle will be left in service until the new vehicle is in service.

2017-38.  The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to declare the Ford Van - 7-6-6 as surplus property and to offer it up for sale.

A motion was made by Commissioner Erwin, seconded by Commissioner Schaefer, accepting adoption of Resolution 2017-38.  Approved 4-0.

Commissioner Schaefer requested the Secretary to forward a letter to Rosemar thanking their workers for the respect they showed during Richard Carter’s funeral.

A motion was made by Commissioner Jackson, seconded by Commissioner Schaefer, authorizing the purchase of thirty (30) sets of gloves and twenty (20) sets of hoods from Firematic Supply, at a cost not to exceed $4,200.00.  Approved 4-0.

A motion was made by Commissioner Jackson, seconded by Commissioner Sacks, accepting the resignation of Shaun Enright, pending the return of all District property issued to him.  Approved 4-0.

ABSTRACT OF BILLS

A motion was made by Commissioner Sacks, seconded by Commissioner Schaefer, approving the Abstract of Bills for the General Fund consisting of 32 checks totaling $28,791.27 and the Building and Grounds Fund consisting of 1 check totaling $1,000.00 and to authorize the transfer of $40,000.00 from the Money Market to the Checking Account.  Approved 4-0.

At 10:17 p.m., a motion was made by Commissioner Schaefer, seconded by Commissioner Sacks, to adjourn the meeting.  Approved 4-0.

Submitted by
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                             Lorraine Gregory, Secretary

REQUEST FOR PROPOSALS

INDEPENDENT AUDITOR

            PLEASE TAKE NOTICE that, pursuant to a resolution of the Board of Fire Commissioners of the East Quogue Fire District, Town of Southampton, Suffolk County, New York, the Board of Fire Commissioners is seeking sealed proposals for the audit and review of Fire District finances for the fiscal year ending December 31, 2017.

Proposals will be received at the office of the Board of Fire Commissioners, P.O. Box 860, 465 Montauk Highway, East Quogue, New York 11942 until 5:00 p.m. (prevailing time) on the 21st day of November, 2017.

            Detailed specifications regarding audit requirements will be available at the Fire District Office during business hours on regular business days commencing immediately.

All persons submitting proposals must familiarize themselves with the audit requirements.  Proposers may telephone 631-653-5101 during regular business hours in order to receive an informational packet.

            Proposers are advised that the successful proposer must be licensed by all appropriate agencies to do the work required under the proposal and shall be required to provide proof of professional liability, liability and worker’s compensation (where applicable) insurance.

            The Board of Fire Commissioners reserves the right to reject all proposals and re-advertise for new proposals in its discretion.

Dated:  October 23, 2017

                                                                                BY ORDER OF THE BOARD OF FIRE

                                                            COMMISSIONERS OF THE

                                                            EAST QUOGUE FIRE DISTRICT

                                                            _____________________________________

                                                            By:  LORRAINE GREGORY

                                                                    Fire District Secretary

EAST QUOGUE FIRE DISTRICT

REGULAR MONTHLY MEETING

SEPTEMBER 7, 2017

The Regular Monthly Meeting of the Board of Fire Commissioners of the East Quogue Fire District was called to order by Chairman Allyn Jackson at 7:34 p.m.  Present were Commissioners  Allyn Jackson, James Schaefer, Aaron Sacks, Jonathan Erwin and Jennifer Davonski, Chief Scott Davonski, First Assistant Chief Scott Flynn, Firehouse Attendant David Schaffauer, First Responder Amit Patel, Attorney William F. Glass and Secretary Lorraine Gregory.

FIREHOUSE ATTENDANT REPORT

See attached report.

ITEMS FOR DISCUSSION

None.

Mr. Schaffauer presented the August 1, 2017 – September 7, 2017 Work Order Report.

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

EMS REPORT

See attached report.

STAFF REPORT

1. Noted.

2. 2017-33.  The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to retain Tim Randazzo as an On Call First Responder with an hourly pay rate of $20.00.

            A motion was made by Commissioner Davonski, seconded by Commissioner Schaefer, accepting adoption of Resolution 2017-33.  Approved 5-0.

EQUIPMENT AND SUPPLIES

1. A motion was made by Commissioner Sacks, seconded by Commissioner Davonski, authorizing the purchase of the medical supplies requested, at a total cost of $453.55 (Moore Medical - $353.55, Aero/Teleflex - $100.00).  Approved 5-0.

2. A motion was made by Commissioner Sacks, seconded by Commissioner Schaefer, authorizing the renewal of the “When To Work” subscription for one year, at a cost of $200.00.  Approved 5-0.

3. Noted.

Mr. Patel left the meeting at 8:25 p.m.

MAINTENANCE REPORT

Commissioner Erwin will discuss the new van under Old Business.

CHIEF'S REPORT

See attached report.

REQUESTS

Request 1.  -  Commissioner Sacks advised the Board that the following transfer would have to be made to cover the cost of the Rescue Tool requested by Chief Davonski:

2017-34.  The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to transfer the sum of $10,000.00 from Ambulance Equipment - 160-002 to Firematic Equipment - 160.001.

A motion was made by Commissioner Erwin, seconded by Commissioner Davonski, accepting the adoption of Resolution 2017-34.  Approved 5-0.

A motion was made by Commissioner Erwin, seconded by Commissioner Davonski, authorizing the purchase of one (1) Hurst “E-Draulic” Rescue Tool from Firematic Supply, at a cost of $26,650.00.  Approved 5-0.

Request 2.  -  A motion was made by Commissioner Schaefer, seconded by Commissioner Sacks, authorizing the purchase of six (6) five (5) gallon containers of AFFF from Coastal Fire Systems, at a total cost of $636.00.  Approved 5-0.

Request 3.  -  A motion was made by Commissioner Sacks, seconded by Commissioner Erwin, authorizing the purchase of six (6) Ben Franklin Fire Helmets with Goggles from Coastal Fire Systems, at a cost not to exceed $2,000.00.  Approved 5-0.

ITEMS FOR DISCUSSION

1. Chief Davonski advised the Board that he had requested and received two 9/11 Survivor Trees.  Seedlings from the World Trade Center “Survivor Tree” were cultivated by students from John Bowne High School in Queens, New York.  The trees were donated nationwide to firehouses in commemoration of the September 11, 2001 terrorist attack on the World Trade Center.  After a brief discussion, Commissioner Erwin was put in charge of the project.  It was suggested that one tree be planted at the Main Firehouse and one at Station 2.  A professional will be hired to plant the trees.

A motion was made by Commissioner Jackson, seconded by Commissioner Davonski, authorizing the planting of the two (2) Survivor Trees by a professional landscaper, at a cost not to exceed $500.00.  Approved 5-0.

2. A motion was made by Commissioner Davonski, seconded by Commissioner Schaefer, granting permission for the East Quogue Elementary School PTA to use the parking lot on Saturday, October 28, 2017, from 5:00 p.m. to 5:30 p.m., so that the children may assemble for the Halloween Parade.  Approved 5-0.

3. To be discussed under Old Business.

4. A motion was made by Commissioner Davonski, seconded by Commissioner Schaefer, granting permission for Greg Celi (Red Knights MC Club) to use the Meeting Room on October 11, 2017 for a meeting and buffet dinner.  Approved 5-0.

ATTORNEY DISCUSSION

Mr. Glass will address the Board in Executive Session.

MINUTES

A motion was made by Commissioner Schaefer, seconded by Commissioner Sacks, accepting the Minutes of the August 3, 2017 Regular Monthly Meeting with noted correction – Videoconference instead of Teleconference.  Approved 5-0.

TREASURER'S REPORT

In Ms. Knotoff’s absence, the Secretary presented the Interim Treasurer’s Report and note (copy attached) to the Board.

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

COMMUNICATIONS AND CORRESPONDENCE

Miscellaneous correspondence was presented to the Board including a letter from the East Quogue Fire Department stating that Noel Feliciano had been sworn in and a letter from Chief Scott Davonski regarding the membership application for Danielle Tasso.

At 8:25 p.m., a motion was made by Commissioner Sacks, seconded by Commissioner Davonski, calling the meeting into Executive Session to discuss an unresolved membership issue.  Approved 5-0.

At 9:24 p.m., a motion was made by Commissioner Sacks, seconded by Commissioner Schaefer, calling the meeting out of Executive Session.  Approved 5-0.

A motion was made by Commissioner Sacks, seconded by Commissioner Davonski, approving the probationary membership of Danielle Tasso in the Department.  Approved 5-0.

Commissioner Erwin - Yay

Commissioner Davonski - Yay

Commissioner Schaefer - Yay

Commissioner Sacks - Yay

Commissioner Jackson - Yay

OLD BUSINESS

Commissioner Erwin advised the Board that there was a nationwide recall on the new Ford van which has not yet been delivered to the District.  The van was shipped from the Texas dealer to Firematic.  Firematic’s local Ford dealer will not handle the recall.  Commissioner Erwin will have Mr. Schaffauer call Riverhead Ford to see what their response is.  The District has no paperwork on the vehicle and, therefore, cannot transport the van.  It can only be done by Firematic.  Mr. Glass advised the Board that the District should demand a refund and will prepare the letter.

Commissioner Sacks advised the Board that there was a minor change to the 7-6-1 specs and that Seagrave was charging $44.00 for the change.  Commissioner Sacks made a notation for the Treasurer not to pay the fee.

A motion was made by Commissioner Sacks, seconded by Commissioner Davonski, accepting the proposal from JA Systems for the Millennium Expert Software Key Fob System, at a cost of $6,705.00.  Approved 5-0.

Commissioner Sacks presented proposals from Martin’s Roofing & Siding and DAG for the work that needs to be done on the roof.  There was a considerable difference in price and he will pursue this further.

Commissioner Sacks also presented proposals from Martin’s Roofing & Siding ($1,850.00) and DAG ($500.00 material, $1,000.00 labor) for the gutter system for the Steel Building.

A motion was made by Commissioner Sacks, seconded by Commissioner Schaefer, accepting the proposal from DAG for the installation of gutters on the Steel Building, at an approximate cost of $1,500.00.  Approved 5-0.

A motion was made by Commissioner Sacks, seconded by Commissioner Schaefer, authorizing the purchase of two (2) new computer work stations (Commissioners’ Room and Chiefs’ Room), at an approximate total cost of $2,600.00.  Approved 5-0.

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

2017-35.  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 $255,000.00 be expended from the Apparatus and Equipment Reserve Fund of said Fire District for the purchase of one (1) 2017 AEV Trauma Hawk F550 4x4 Stock/Demonstrator Unit and associated equipment, and be it

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

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

A motion was made by Commissioner Sacks, seconded by Commissioner Davonski, accepting adoption of Resolution 2017-35.  Approved 5-0.

A motion was made by Commissioner Sacks, seconded by Commissioner Davonski, accepting the proposal from Specialty Vehicles for one (1) 2017 AEV TraumaHawk F550 4 x 4 Stock/Demonstrator Unit ($228,396.00, less $18,500.00 for trade-in of 2006 PL Type III), at a cost of $209,896.00 and associated equipment, at an approximate cost of $29,000.00, subject to permissive referendum.  Approved 5-0.

A motion was made by Commissioner Schaefer, seconded by Commissioner Erwin, authorizing Commissioner Aaron Sacks to attend the Association of Fire Districts of the State of New York Leadership Summit, October 12-14, 2017, in Saratoga Springs, New York, at an approximate total cost of $1,500.00.  Approved 5-0.

Commissioner Schaefer advised the Board that going to a 30 year LOSAP system would average out to a yearly increase of approximately $20,500.00+.

A motion was made by Commissioner Schaefer, seconded by Commissioner Sacks, to put the 30 year LOSAP change to a taxpayer vote on December 12, 2017, in conjunction with the Commissioner’s Election.  Approved 5-0.  (Note:  Mr. Glass will prepare the ballot.)

NEW BUSINESS

A motion was made by Commissioner Sacks, seconded by Commissioner Schaefer, to renew the Med CE Program, at a cost of $2,070.00.  Approved 5-0.

Commissioner Schaefer advised the Board that two of the parking lot drains are beginning to collapse.  A motion was made by Commissioner Schaefer, seconded by Commissioner Sacks, authorizing that Ken Rousell be hired to do the repairs as he had done previously, at an approximate total cost of $4,500.00.  Approved 5-0.

A motion was made by Commissioner Schaefer, seconded by Commissioner Sacks, adopting the Proposed 2018 Budget in the amount of $1,422,000.00.  Approved 5-0.

ABSTRACT OF BILLS

A motion was made by Commissioner Schaefer, seconded by Commissioner Davonski, approving the Abstract of Bills for the General Fund consisting of 38 checks totaling $34,313.03 and the Building and Grounds Fund consisting of 2 checks totaling $34,899.94 and to authorize the transfer of $55,000.00 from the Money Market to the Checking Account.  Approved 5-0.

At 10:17 p.m., a motion was made by Commissioner Davonski, seconded by Commissioner Sacks, to adjourn the meeting.  Approved 5-0.

Submitted by
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                             Lorraine Gregory, Secretary

Please click on the link bellow for this years budget.

eqfd budget 2018