East Quogue Fire District - Public Notice

EAST QUOGUE FIRE DISTRICT

REGULAR MONTHLY MEETING

NOVEMBER 3, 2016

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

FIREHOUSE ATTENDANT REPORT

See attached report.

ITEMS FOR DISCUSSION

None.

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

EMS REPORT

See attached report.

STAFF REPORT

Noted.

EQUIPMENT AND SUPPLIES

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

2.         Permission granted.

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

4.         Noted.

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

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

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

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

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

MAINTENANCE REPORT

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

CHIEF'S REPORT

See attached report.

REQUESTS

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

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

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

ITEMS FOR DISCUSSION

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

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

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

ATTORNEY DISCUSSION

Mr. Glass not in attendance.

MINUTES

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

TREASURER'S REPORT

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

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

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

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

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

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

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

COMMUNICATIONS AND CORRESPONDENCE

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

OLD BUSINESS

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

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

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

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

Commissioner Jackson advised the Board of the following:

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

2.         Progress is being made on the back door.

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

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

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

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

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

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

NEW BUSINESS

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

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

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

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

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

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

ABSTRACT OF BILLS

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

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

Submitted by
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                             Lorraine Gregory, Secretary

EAST QUOGUE FIRE DISTRICT

2016 PROPOSED BUDGET HEARING

OCTOBER 20, 2015

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

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

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

Submitted by                                                                                                                                                                                                                                                                                                                                                                                           Lorraine Gregory, Secretary

EAST QUOGUE FIRE DISTRICT

REGULAR MONTHLY MEETING

OCTOBER 6, 2016

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

FIREHOUSE ATTENDANT REPORT

See attached report.

ITEMS FOR DISCUSSION

1.         Noted.

2.         Noted.

3.         Noted.

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

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

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

EMS REPORT

See attached report.

STAFF REPORT

Noted.

EQUIPMENT AND SUPPLIES

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

2.         Noted.

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

4.         Noted.

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

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

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

MAINTENANCE REPORT

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

CHIEF'S REPORT

See attached report.

REQUESTS

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

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

Request 3.  -  Commissioner Sacks will arrange.

Request 4.  -  Tabled.

ITEMS FOR DISCUSSION

1.         Delivery date unknown.

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

ATTORNEY DISCUSSION

Mr. Glass not in attendance.

MINUTES

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

TREASURER'S REPORT

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

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

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

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

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

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

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

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

COMMUNICATIONS AND CORRESPONDENCE

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

OLD BUSINESS

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

NEW BUSINESS

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

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

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

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

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

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

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

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

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

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

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

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

ABSTRACT OF BILLS

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

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

Submitted by
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                             Lorraine Gregory, Secretary

ANNUAL ELECTION OF THE EAST QUOGUE FIRE DISTRICT

DECEMBER 13, 2016

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

Dated:  November 3, 2016

Lorraine Gregory

Secretary

Board of Fire Commissioners

East Quogue Fire District

PO Drawer 860, East Quogue, NY 11942

(631) 653-5101

NOTICE TO BIDDERS

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

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

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

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

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

Dated:  November 3, 2016

BY ORDER OF THE BOARD OF FIRE

COMMISSIONERS OF THE EAST QUOGUE FIRE DISTRICT

Town of Southampton, Suffolk County, New York

____________________________________

Lorraine Gregory

Fire District Secretary

EAST QUOGUE FIRE DISTRICT

REGULAR MONTHLY MEETING

SEPTEMBER 1, 2016

The Regular Monthly Meeting of the Board of Fire Commissioners of the East Quogue Fire District was called to order by Chairman Allyn Jackson at 7:35 p.m.  Present were Commissioners James Schaefer, Aaron Sacks, Allyn Jackson, Jennifer Davonski and Jonathan Erwin, Chief David Kohler, Second Assistant Chief David Rosante, Firehouse Attendant David Schaffauer, First Responder Amit Patel, Attorney William F. Glass, Treasurer Nancy Knotoff and Secretary Lorraine Gregory.

FIREHOUSE ATTENDANT REPORT

See attached report.

ITEMS FOR DISCUSSION

1.         Noted.

2.         Noted.

3.         Noted.

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

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

Mr. Schaffauer left the meeting at 7:50 p.m.

EMS REPORT

See attached report.

STAFF REPORT

Noted.

EQUIPMENT AND SUPPLIES

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

2.         Tabled.

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

Mr. Patel left the meeting at 8:19 p.m.

MAINTENANCE REPORT

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

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

CHIEF'S REPORT

See attached report.

REQUESTS

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

Request 2.  -  Tabled.

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

ITEMS FOR DISCUSSION

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

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

3.         Commissioner Jackson will handle.

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

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

At this point, Commissioner Schaefer joined the Board.

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

ATTORNEY DISCUSSION

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

MINUTES

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

TREASURER'S REPORT

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

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

COMMUNICATIONS AND CORRESPONDENCE

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

OLD BUSINESS

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

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

Full Time Firehouse Attendant and First Responder

2          Pair Boots  -  $40.00

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

2          Short Sleeve Shirts  -  $32.00

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

1          Three Season Jacket  -  $40.00

1          Belt  -  $15.00

Part Time Custodian and Per Diem First Responders

1          Short Sleeve Shirt  -  $32.00

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

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

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

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

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

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

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

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

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

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

The Board decided to table the boiler replacement project.

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

A resolution was drawn up and states as follows:

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

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

NEW BUSINESS

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

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

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

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

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

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

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

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

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

ABSTRACT OF BILLS

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

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

Submitted by
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                             Lorraine Gregory, Secretary

Please click the link.

2017 BUDGET REVENUES

Please click the link

2017 Expenditures PG1

2017 Expenditures PG2

2017 Addendum

EAST QUOGUE FIRE DISTRICT

REGULAR MONTHLY MEETING

AUGUST 4, 2016

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

FIREHOUSE ATTENDANT REPORT

See attached report.

ITEMS FOR DISCUSSION

1.         Approved.

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

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

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

EMS REPORT

See attached report.

STAFF REPORT

Noted.

EQUIPMENT AND SUPPLIES

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

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

3.         Noted.

4.         Noted.  Board suggested Red Alert.

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

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

MAINTENANCE REPORT

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

CHIEF'S REPORT

See attached report.

REQUESTS

Request 1.  -  Approved.

Request 2.  -  Tabled.

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

Request 5.  -  Tabled.

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

ITEMS FOR DISCUSSION

1.         Commissioner Erwin not in attendance.  No information.

2.         Commissioner Sacks requested a work order.

3.         Commissioner Sacks will handle.

4.         On order.

ATTORNEY DISCUSSION

Mr. Glass not in attendance.

MINUTES

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

TREASURER'S REPORT

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

COMMUNICATIONS AND CORRESPONDENCE

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

OLD BUSINESS

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

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

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

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

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

NEW BUSINESS

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

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

ABSTRACT OF BILLS

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

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

Submitted by
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                             Lorraine Gregory, Secretary

EAST QUOGUE FIRE DISTRICT

REPLACEMENT OIL FIRED BOILERS BID OPENING

LED LIGHTING RETROFIT PROPOSAL OPENING

AUGUST 4, 2016

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

Replacement Oil Fired Boilers

Two bids were submitted as follows:

Best Climate Control Corp.  -  $348,889.00

Premier Mechanical Services, Inc.  -  $339,700.00

LED Lighting Retrofit

Two proposals were submitted as follows:

Main Firehouse           Empire LED Solutions                        $22,367.00

                                    Less Rebates/Incentives                      $  6,036.00

                                    Net Cost of Project                             $16,331.00

Station 2                      Empire LED Solutions                        $ 2,834.00

                                    Less Rebates/Incentives                      $    816.00

                                    Net Cost of Project                             $ 2,018.00

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

                                    Less Estimated Rebate                       $  4,200.00

                                    Estimated Net Cost                            $17,800.00

Station 2                      No bid submitted.

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

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

Submitted by:

Lorraine Gregory, Secretary

EAST QUOGUE FIRE DISTRICT

REPLACEMENT OIL FIRED BOILERS BID AWARD

LED LIGHTING RETROFIT PROPOSAL AWARD

AUGUST 11, 2016

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

LED Lighting Retrofit

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

Replacement of Two Oil Fired Boilers

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

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

Submitted by:

Lorraine Gregory, Secretary

PUBLIC NOTICE

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

Dated:  July 29, 2016

BY ORDER OF THE BOARD OF

FIRE COMMISSIONERS OF

THE EAST QUOGUE FIRE DISTRICT

_____________________________

By:  LORRAINE GREGORY

Fire District Secretary 

EAST QUOGUE FIRE DISTRICT

REGULAR MONTHLY MEETING

JUNE 5, 2016

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

FIREHOUSE ATTENDANT REPORT

See attached report.

ITEMS FOR DISCUSSION

1.         Noted.    

3.        

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

EMS REPORT

See attached report presented by Commissioner Davonski.

STAFF REPORT

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

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

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

2.         Noted.

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

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

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

EQUIPMENT AND SUPPLIES

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

2.         Commissioners Erwin or Sacks will handle.

3.         Noted.

4.         Noted.

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

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

MAINTENANCE REPORT

No written report submitted.

Commissioner Erwin advised the Board of the following:

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

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

3.         7-6-12  Front wheel repaired.

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

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

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

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

CHIEF'S REPORT

See attached report.

REQUESTS

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

Request 2. - Secretary will handle.

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

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

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

Request 6. - Commissioner Sacks will handle.

Request 7. - Commissioner Sacks will handle.

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

ITEMS FOR DISCUSSION

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

2.         Delivery date not available.

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

4.         Department Best Practices given to Commissioner Jackson.

ATTORNEY DISCUSSION

Mr. Glass not in attendance.

MINUTES

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

TREASURER'S REPORT

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

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

COMMUNICATIONS AND CORRESPONDENCE

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

OLD BUSINESS

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

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

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

                                    Arenz Heating & Air Conditioning - $18,930.00

                                    Weber & Grahn - $23,200.00

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

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

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

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

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

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

NEW BUSINESS

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

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

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

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

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

ABSTRACT OF BILLS

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

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

Submitted by
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                           Lorraine Gregory, Secretary

EAST QUOGUE FIRE DISTRICT

REGULAR MONTHLY MEETING

MAY 5, 2016

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

FIREHOUSE ATTENDANT REPORT

See attached report.

ITEMS FOR DISCUSSION

1.         Approved.

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

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

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

EMS REPORT

See attached report.

STAFF REPORT

1.         Noted.

2.         Approved.

3.         Commissioners Schaefer and Davonski will handle.

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

EQUIPMENT AND SUPPLIES

1.         Noted.

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

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

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

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

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

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

MAINTENANCE REPORT

No written report submitted.

Commissioner Erwin advised the Board of the following:

1.         Two of the Chiefs’ cars were serviced.

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

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

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

CHIEF'S REPORT

See attached report.

REQUESTS

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

Request 2.  -  Commissioner Sacks will arrange.

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

Request 4.  -  Approved.

Request 5.  -  Commissioner Erwin will handle.

ITEMS FOR DISCUSSION

1.         Delivery date unknown.

2.         To be discussed under Old Business.

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

ATTORNEY DISCUSSION

Mr. Glass not in attendance.

MINUTES

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

TREASURER'S REPORT

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

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

COMMUNICATIONS AND CORRESPONDENCE

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

OLD BUSINESS

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

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

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

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

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

                                    1.  Norske, Inc.  -  $32,150.00

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

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

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

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

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

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

NEW BUSINESS

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

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

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

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

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

ABSTRACT OF BILLS

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

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

Submitted by
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                             Lorraine Gregory, Secretary

Minutes for May 2016

EAST QUOGUE FIRE DISTRICT

REGULAR MONTHLY MEETING

APRIL 7, 2016

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

FIREHOUSE ATTENDANT REPORT

See attached report.

ITEMS FOR DISCUSSION

1.         Noted.

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

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

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

EMS REPORT

See attached report.

STAFF REPORT

1.         Noted.

2.         Board agreed.

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

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

3.         Resignation accepted.

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

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

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

5.         Commissioner Jackson signed the form.

EQUIPMENT AND SUPPLIES

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

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

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

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

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

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

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

MAINTENANCE REPORT

No written report submitted.

7-6-2    Preventive maintenance performed.

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

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

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

CHIEF'S REPORT

See attached report.

REQUESTS

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

Request 2.  -  No vote required.

Request 3.  -  Noted.

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

ITEMS FOR DISCUSSION

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

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

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

3.         To be discussed under Old Business.

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

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

ATTORNEY DISCUSSION

Mr. Glass not in attendance.

MINUTES

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

TREASURER'S REPORT

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

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

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

COMMUNICATIONS AND CORRESPONDENCE

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

OLD BUSINESS

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

NEW BUSINESS

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

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

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

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

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

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

ABSTRACT OF BILLS

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

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

Submitted by
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                             Lorraine Gregory, Secretary

NOTICE OF RESOLUTION

ADOPTED SUBJECT TO

PERMISSIVE REFERENDUM

            NOTICE IS HEREBY GIVEN that the Board of Fire Commissioners of the East Quogue Fire District, at a regular meeting thereof, held on April 7, 2016, duly adopted the following resolution:

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

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

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

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

Dated:  April 9, 2016

                                                            BY ORDER OF THE BOARD OF FIRE

                                                            COMMISSIONERS OF THE

                                                            EAST QUOGUE FIRE DISTRICT

                                                            Town of Southampton, Suffolk County, New York

                                                            _________________________________________

                                                            By:  LORRAINE GREGORY

                                                                    Fire District Secretary

PERMISSIVE REFERENDUM BUILDING RESERVE