East Quogue Fire District - Public Notice

EAST QUOGUE FIRE DISTRICT

REGULAR MONTHLY MEETING

MARCH 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 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.         To be discussed under New Business.

2.         To be discussed under New Business.

3.         Noted.

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

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

EMS REPORT

See attached report.

STAFF REPORT

1.         Noted.

2.         Noted.

3.         Noted.

EQUIPMENT AND SUPPLIES

1.         A motion was made by Commissioner Schaefer, seconded by Commissioner Jackson, authorizing the purchase of the medical supplies requested, in the total amount of $1,136.28 (Boundtree - $189.31, Hammer Medical - $946.97).  Approved 3-0.

2.         Commissioner Schaefer will discuss further with Mr. Patel.

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

MAINTENANCE REPORT

Commissioner Erwin not in attendance.  No written report submitted.

Commissioner Jackson advised the Board that the insurance settlement with Hometown for 7-6-30’s vehicle (2012 Chevrolet Tahoe) will be $30,000.00 and that he needs to supply Hometown with the original Title which, at this time, cannot be located and will have to be replaced.  All of the equipment will be removed and kept in inventory.

CHIEF'S REPORT

See attached report.

REQUESTS

Requests 1.  -  The Meeting Room is already taken that day.

Request 2.  -  A motion was made by Commissioner Jackson, seconded by Commissioner Schaefer, granting permission for the premises to be used for the Blood Drive on June 13, 2016.  Approved 3-0.

Request 3.  -  A motion was made by Commissioner Jackson seconded by Commissioner Schaefer, granting permission for the Meeting Room to be used for the Suffolk County Fools Meeting on March 25, 2016.  Approved 3-0.

Requests 4.  -  A motion was made by Commissioner Sacks, seconded by Commissioner Schaefer, authorizing two members to attend the NYS Association of Fire Chaplains Conference, April 17-20, 2016, in Tonawanda, New York, at a cost of $350.00 per person, plus mileage.  Approved 3-0.

Request 5.  -  Tabled.

Request 6.  -  Commissioner Sacks will handle.

Request 7.  -  A motion was made by Commissioner Sacks, Seconded by Commissioner Schaefer, authorizing the purchase of one (1) Altair 5x CO2  Meter MSA-10116925 from Firematic, at a cost of $2,271.00.  Approved 3-0.

ITEMS FOR DISCUSSION

1.         Commissioner Sacks advised that the cap will be ready in approximately three weeks.

2.         Commissioner Sacks will be taking the boat to Hampton Watercraft.

ATTORNEY DISCUSSION

Mr. Glass not in attendance.

MINUTES

A motion was made by Commissioner Sacks, seconded by Commissioner Schaefer, accepting the Minutes of the February 4, 2016 2005 Ford Expedition Bid Opening  and the February 4, 2016 Regular Monthly Meeting.  Approved 3-0.

TREASURER'S REPORT

Ms. Knotoff advised the Board that she had filed the 2015 Annual Financial Report with the State Comptroller’s Office.

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

COMMUNICATIONS AND CORRESPONDENCE

Miscellaneous correspondence was presented to the Board including a letter from the Town of Southampton regarding the William Polikoff Subdivision, a letter from the Town of Southampton enclosing a copy of Resolution 2016-240, an e-mail from LI Telecommunications regarding the Radio Evaluation and letters from the East Quogue Fire Department regarding the probationary memberships of Brian Frank and Dennis Chuppe.

OLD BUSINESS

Commissioner Sacks reported on the meeting with Long Island Telecommunications regarding the Radio Evaluation and the following motions were made:

A motion was made by Commissioner Sacks, seconded by Commissioner Schaefer, authorizing the renewal of the FCC License for the low band frequencies on the District’s behalf by Long Island Telecommunications and Electronic Services, Inc., at an approximate cost of $3,500.00.  Approved 3-0.

A motion was made by Commissioner Schaefer, seconded by Commissioner Sacks, authorizing Long Island Telecommunications and Electronic Services, Inc. to arrange for the upgrading of the information (height and power) on the current UHF License, at an approximate cost of $1,000.00.  Approved 3-0.

A motion was made by Commissioner Sacks, seconded by Commissioner Schaefer, authorizing the purchase from GSA Advantage of two (2) UPS Units CR15G, at a cost of $196.49 each, plus shipping and one (1) UPS Unit SMT2200, at a cost of $786.17, plus shipping. Approved 3-0.

A motion was made by Commissioner Sacks, seconded by Commissioner Schaefer, authorizing the purchase of twelve (12) 7.4 Volt Batteries for the Portable Radios from Amazon, at a cost of $62.99 each.  Approved 3-0.

A motion was made by Commissioner Sacks, seconded by Commissioner Schaefer, authorizing the publication of a Public Notice regarding a permissive referendum to allocate funds from the Communications Reserve Fund amounting to $100,000.00 for the upgrading of the portable radios and pagers.  Approved 3-0.  (Note:  Commissioner Jackson will contact Mr. Glass for guidance on this matter.)

After a brief discussion regarding work orders, a motion was made by Commissioner Sacks, seconded by Commissioner Schaefer, authorizing the purchase and installation of a Red Alert Work Order Module, including two hours of training, from WO Management Systems, at a cost of $1,590.50.  Approved 3-0.

At 9:00 p.m., Mr. Patel left the meeting.

Commissioner Sacks advised the Board that he had received a proposal for the Firemen’s Room from Norsic in the amount of $34,150.00 (labor only) and approximately $14,000.00 for materials.  The cost for LED lighting was not included.   Commissioner Sacks will seek additional proposals and will meet with a design consultant.

Commissioner Jackson advised the Board that he is waiting for proposals (propane and oil) regarding the boiler replacement.

Commissioner Jackson reminded the Chief that members have sixty (60) days to complete their physicals or face suspension.

A motion was made by Commissioner Schaefer, seconded by Commissioner Jackson, authorizing the purchase of 24” x 60” yellow safety tile strips from HD Supply for installation in the truck room, at a cost of $2,734.00.  Approved 3-0.

A motion was made by Commissioner Schaefer, seconded by Commissioner Jackson, authorizing the masonry work to be done in order to true up the floor and to install the yellow safety tile strips by J&M Construction and Masonry, at a cost of $4,400.00.  Approved 3-0.

NEW BUSINESS

A motion was made by Commissioner Sacks, seconded by Commissioner Jackson, authorizing the purchase of 10 (ten) Heart Saver CPR/AED Workbooks from Channing Bete, at a total cost of $152.06 and the purchase of materials for the CPR training class for the department members, at an approximate cost of $250.00.  Approved 3-0.

A motion was made by Commissioner Sacks, seconded by Commissioner Schaefer, authorizing the purchase of one (1) TIF8800X Combustible Gas Detector from Amazon, at a cost of $190.03.  Approved 3-0.

A motion was made by Commissioner Sacks, seconded by Commissioner Schaefer, accepting the probationary membership of Brian Frank and Dennis Chuppe.  Approved 3-0.

With regard to the William Polikoff Subdivision, the Board has no requirements at this time.  The Secretary will so advise the Town Planning Board.

A motion was made by Commissioner Jackson, seconded by Commissioner Schaefer, authorizing the purchase of one (1) HON 4684LP Lateral File Cabinet, at a cost of $784.49 and one (1) set of HON File Cabinet Dividers, at a cost of $33.99.  Approved 3-0.

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 46 checks totaling $97,492.16 and to authorize the transfer of $110,000.00 from the Money Market to the Checking Account.  Approved 3-0.

At 9:37 p.m., there being no further business, a motion was made by Commissioner Schaefer, seconded by Commissioner Jackson, to adjourn the meeting.  Approved 3-0.

Submitted by
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                        Lorraine Gregory, Secretary

March 2016 Meeting Minutes

EAST QUOGUE FIRE DISTRICT

BID OPENING – 2005 FORD EXPEDITION 

FEBRUARY 4, 2016

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

One bid was received – Shaun T. Enright in the amount of $2,107.00

The Board accepted the bid.  A resolution was drawn up and states as follows:

2016-15.  The Board of Fire Commissioners of the East Quogue District hereby resolve to accept the bid from Shaun T. Enright, in the amount of $2,107.00, for the 2005 Ford Expedition VIN #1FMPU1650LA66397 (7-6-10) in “as is” condition.

A motion was made by Commissioner Erwin, seconded by Commissioner Schaefer, accepting adoption of Resolution 2016-15.  Approved 4-0.

At 7:20 p.m., the bid opening was adjourned.

Submitted by:

Lorraine Gregory, Secretary

2005 Ford Meeting

EAST QUOGUE FIRE DISTRICT

REGULAR MONTHLY MEETING

FEBRUARY 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, Jonathan Erwin, Aaron Sacks and Allyn Jackson, Chief David Kohler, 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.

Commissioner Sacks requested that the sidewalk on Montauk Highway also be cleared of snow.  Commissioner Jackson will speak to Mr. Schaffauer.

ITEMS FOR DISCUSSION

1.         Vacation approved.

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

EMS REPORT

At 7:50 p.m., Mr. Patel joined the meeting.

STAFF REPORT

See attached report.

EQUIPMENT AND SUPPLIES

1.         A motion was made by Commissioner Schaefer, seconded by Commissioner Sacks, authorizing the purchase of the medical supplies requested, in the total amount of $1,794.97.  Approved 4-0.

2.         No comment.

3.         Mr. Patel took care of the PCR issue.

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

At this point, Mr. Patel left the meeting.

MAINTENANCE REPORT

No written report submitted.

Commissioner Erwin will include the Assistant Chiefs in the group texting for vehicle repair notices.

CHIEF'S REPORT

See attached report.

REQUESTS

Requests 1-2.  -  Invoices should be given to the Treasurer for payment.

Request 3.  -  A motion was made by Commissioner Jackson, seconded by Commissioner Schaefer, authorizing the purchase of three (3) complete black helmets (one for Scott Montgomery), at a cost not to exceed $300.00 each.  Approved 4-0.

Requests 4-7.  -  A motion was made by Commissioner Erwin, seconded by Commissioner Schaefer, granting permission for use of the Meeting Room as follows:

                        Amanda VanBorkulo, May 22, 2016, Baptism

                        Brendan Dickson, March 20, 2016, Baby Shower

                        Mark Gregory (Juniors), March 4, 2016, Fundraiser

                        Greg Celi, April 2, 2016, Fundraiser

Request 8.  -  Tabled.

Request 9.  -  A motion was made by Commissioner Sacks, seconded by Commissioner Erwin, authorizing the purchase of three (3) Hi-Band Pagers, at an approximate total cost of $1,800.00.  Approved 4-0.

Request 10.  -  Tabled.

ITEMS FOR DISCUSSION

1.         Commissioner Sacks advised the Board that he will be meeting with a contractor tomorrow.

2.         Tabled.  Commissioner Jackson advised the Chiefs that they must approve and make changes, if necessary.  The By-Laws may then be presented to the membership for review, then reviewed by Mr. Glass and finally, reviewed by the Board.

3.         Commissioner Erwin advised that the exact delivery date is not available.

4.         Noted.

Commissioner Sacks advised that he is still looking for a survivor suit supplier.

ATTORNEY DISCUSSION

Mr. Glass not in attendance.

MINUTES

A motion was made by Commissioner Schaefer, seconded by Commissioner Sacks, accepting the Minutes of the January 7, 2016 Organizational Meeting and the January 7, 2016 Regular Monthly Meeting.  Approved 4-0.

TREASURER'S REPORT

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 notice from the Association of Fire Districts of the State of New York regarding the upcoming annual meeting.

OLD BUSINESS

Commissioner Schaefer suggested inspecting the monument for needed repairs and, if any are needed, to have them done before Memorial Day.

Commissioner Sacks will take the Zodiac to Hampton Watercraft for repairs.

Commissioner Sacks advised the Board that, next week, he will be meeting with a representative from Red Alert to review on line work orders and the I Am Responding program.

Commissioner Sacks presented a proposal from Fluid Imagery for a server replacement and upgrades in the amount of $8,132.97.  (Note:  The server was purchased in 2006.)

A motion was made by Commissioner Sacks, seconded by Commissioner Erwin, accepting the proposal from Fluid Imagery for the server replacement and upgrades, at a total cost of $8,132.97.  Approved 4-0.

Ms. Knotoff advised the Board that she is concerned about the technical issues she has been having with her computer.  Commissioner Sacks advised the Board that the computer is five years old and out of warranty.

A motion was made by Commissioner Sacks, seconded by Commissioner Erwin, authorizing the purchase of a new computer for the Treasurer, at a cost not to exceed $2,500.00.  Approved 4-0.

Commissioner Sacks advised the Board that he had met with Arenz to review the AC system on the second floor.  The AC system is in bad condition and should be replaced.  Arenz’s proposal was $15,846.00 for the two rooms.  Commissioner Sacks will seek another proposal.

A motion was made by Commissioner Sacks, seconded by Commissioner Erwin, authorizing the expenditure of $120.00 per person, up to 170 people, including gratuities ($120.00 x 170 = $20,400.00), for the Annual Inspection Dinner, at Docker’s, May 14, 2016.  Approved 4-0.  (Note:  If only 100 people attend and the cost is $12,000.00 ($120.00 x 100), the Department will not have the balance to spend.)

Commissioner Jackson presented a proposal from EMTEC regarding the replacement of the boilers.

A motion was made by Commissioner Schaefer, seconded by Commissioner Jackson, accepting the proposal from AMTEC to design and prepare bid documents and to include construction supervision regarding the purchase and installation of new boilers, for a fee of $16,000.00.  Approved 4-0.

Commissioner Jackson advised the Board that progress has been made on the Policy and Procedures Manual and that it should be reviewed further at a Workshop.  He also suggested reviewing the Department side of the Manual with the Chiefs.

With regard to the upcoming physicals, the Board reviewed the list from NDI and decided to include the DOT eye test.

NEW BUSINESS

Commissioner Jackson advised the Board that he met with a representative from a company that manufactures nonskid rubber strips that would be installed over the gap at the bottom of the doors.  He will get a proposal for doing one area and testing it out before doing all areas.

Commissioner Jackson advised the Board that, at this time, there is no Fire Training Contract.  After a discussion that came to no end, the Board decided to table the issue.

Commissioner Schaefer advised the Board that he had met with Dennis Cantor of Relay Communications and presented a proposal from Mr. Cantor regarding a review and evaluation of the radio system.  A motion was made by Commissioner Schaefer, seconded by Commissioner Erwin, accepting the proposal from Relay Communications to provide, at an hourly rate of $125.00, a report detailing all of the District’s radios and systems in operation and that such report may not exceed $1,000.00.  Approved 4-0.

A motion was made by Commissioner Schaefer, seconded by Commissioner Erwin, authorizing the purchase of a new key cabinet for the Commissioners’ Office rear storage room, at a cost of approximately $150.00.  Approved 4-0.

A motion was made by Commissioner Jackson, seconded by Commissioner Schaefer, authorizing four members of the Board (Commissioners Jackson and Schaefer, Secretary and Treasurer) to attend the Association of Fire Districts of the State of New York Annual Workshop, April 28-May 1, 2016, in Albany, New York, at an approximate total cost of $5,800.00.  Approved 4-0.

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 32 checks totaling $27,234.71 and to authorize the transfer of $50,000.00 from the Money Market to the Checking Account.  Approved 4-0.

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

Submitted by
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                             Lorraine Gregory, Secretary

Minutes for February 2016

EAST QUOGUE FIRE DISTRICT

ORGANIZATIONAL MEETING

JANUARY 7, 2016

The Organizational Meeting of the Board of Fire Commissioners of the East Quogue Fire District was called to order by Treasurer, Nancy Knotoff, at 7:03 p.m. Present were Commissioners Allyn Jackson, Aaron Sacks, James Schaefer and Jennifer Davonski, Chief David Kohler, First Assistant Chief Scott Flynn, Second Assistant Chief David Rosante, Firehouse Attendant David Schaffauer, Treasurer Nancy Knotoff and Secretary Lorraine Gregory.

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

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

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

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

Re-elected Commissioner James Schaefer, was sworn in by the Treasurer, Nancy Knotoff.

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

Chairman Allyn Jackson took charge of the meeting and called for the appointment of Lorraine Gregory, as Secretary, with a monthly retainer of $1,100.00.

A resolution was drawn up and states as follows:

2016-01. 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 $1,100.00.

A motion was made by Commissioner Schaefer, seconded by Commissioner Davonski, accepting adoption of Resolution 2016-01. Approved 4-0.

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

The monthly retainer of $1,250.00 was set for the Treasurer, Nancy Knotoff. 2

A resolution was drawn up and states as follows:

2016-02. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve that the District Treasurer receive a monthly retainer of $1,250.00.

A motion was made by Commissioner Sacks, seconded by Commissioner Schaefer, accepting adoption of Resolution 2016-02. Approved 4-0.

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

A motion was made by Commissioner Schaefer, seconded by Commissioner Sacks, appointing William F. Glass, Jr., Esq., as the Attorney for the District. Approved 4-0.

A resolution was drawn up and states as follows:

2016-03. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to appoint William F. Glass, Jr., Esq. as the Attorney for the District with an annual retainer of $6,000.00 for services outlined in Schedule A including attendance at one (1) monthly meeting – Legal Services Section I and II, an hourly rate of $250.00 (billed in ¼ hour increments) for services outlined in Schedule A – Legal Services Section III and reimbursement of no more than $250.00 which is 1/25 of his actual and necessary expenses in connection with his attendance at the two annual meetings of the AFDSNY, the annual meeting of the NFPA and the annual meeting of the National Volunteer Fire Council (NVFC).

A motion was made by Commissioner Sacks, seconded by Commissioner Schaefer, accepting the "Southampton Press - Western Edition" as the official District newspaper. Approved 4-0.

A resolution was drawn up and states as follows:

2016-04. 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 Schaefer, seconded by Commissioner Sacks, accepting HSBC, Capital One and Suffolk County National Bank as depositories for the District and that Nancy Knotoff, as Treasurer, be designated as the sole official to sign checks for the District. Approved 4-0.

A resolution was drawn up and states as follows:

2016-05. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to accept HSBC, Capital One and Suffolk County National Bank as depositories for the District and that Nancy Knotoff, as Treasurer, be designated as the sole official to sign checks for the District. 3

A motion was made by Commissioner Sacks, seconded by Commissioner Davonski, authorizing that checks written for payments in the amount of $5,000.00 or more be signed by the Treasurer, Nancy Knotoff, and the Chairman of the Board, Allyn Jackson, and in the Chairman’s absence, by Vice-Chairman James Schaefer. Approved 4-0.

A resolution was drawn up and states as follows:

2016-06. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to authorize that checks written for payments in the amount of $5,000.00 or more be signed by both the Treasurer, Nancy Knotoff, and the Chairman of the Board, Allyn Jackson, and in the Chairman’s absence, by Vice-Chairman James Schaefer.

A motion was made by Commissioner Sacks, seconded by Commissioner Schaefer, designating that the 2016 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 18, 2016, at 7:00 p.m. Immediately following the Budget Hearing, there will be a Special Meeting to adopt the 2017 Budget. The Year-End Meeting will be held on Monday, December 26, 2016, at 7:00 p.m. Workshops will be held, as needed, on the fourth Wednesday of each month, with the exception of November, which will be the fifth Wednesday, at 7:00 p.m. Approved 4-0.

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 4-0

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

Association of Fire Districts State of New York

FDIC

International Chiefs Association

New York State Chiefs Association

Southampton Town Fire District Association

Suffolk County Fire Districts Association Approved 4-0.

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

New York State Chiefs Association

Southampton Town Chiefs Council

Southampton Town EMS

Suffolk County Fire Chiefs Association

South Fork Fire Police Association Approved 4-0.

A motion was made by Commissioner Sacks, seconded by Commissioner Schaefer, that the following committees be in effect: 4

HOUSE

All Commissioners as listed.

Website - Aaron Sacks, Allyn Jackson

Key System - Jonathan Erwin, Aaron Sacks

Dinner Dance - Aaron Sacks, Allyn Jackson

ID Cards - Jonathan Erwin, Aaron Sacks

Room Requests - Allyn Jackson, James Schaefer

Juniors - Jennifer Davonski, Jonathan Erwin

PURCHASING

Firematic Equipment and Supplies - Jonathan Erwin, Aaron Sacks

Medical Equipment and Supplies - James Schaefer, Jennifer Davonski

Electronic Equipment and Supplies - Jonathan Erwin, Aaron Sacks

Uniforms - Aaron Sacks, Allyn Jackson

Misc. Supplies - Jonathan Erwin, Allyn Jackson

MAINTENANCE AND REPAIR

Apparatus and Automotive - Jonathan Erwin, Aaron Sacks

Firematic Equipment and Tools - Aaron Sacks, Jonathan Erwin

EMS Equipment - James Schaefer, Jennifer Davonski

Buildings - Allyn Jackson, Aaron Sacks

Grounds - Jonathan Erwin, James Schaefer

AUDITING

Allyn Jackson, Chairman

Nancy Knotoff, Treasurer

SERVICE AWARD PROGRAM

James Schaefer

Aaron Sacks

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

Aaron Sacks

Allyn Jackson

NEW APPARATUS PURCHASING

All Commissioners 5

FIREHOUSE ATTENDANT - Supervisory and Evaluation Review

Jonathan Erwin

Allyn Jackson

OFFICE PERSONNEL - Supervisory and Evaluation Review

Allyn Jackson

Aaron Sacks

FIRST RESPONDER PROGRAM - Supervisory and Evaluation Review

James Schaefer

Jennifer Davonski

MAJOR CONSTRUCTION

All Commissioners

JUNIORS LIASON WITH THE CHIEF

Jennifer Davonski

Jonathan Erwin Approved 4-0.

A motion was made by Commissioner Schaefer, seconded by Commissioner Sacks, to retain David Schaffauer as Firehouse Attendant, at an hourly rate of $24.86. Approved 4-0.

A resolution was drawn up and states as follows:

2016-07. 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 $24.86.

A motion was made by Commissioner Schaefer, seconded by Commissioner Davonski, to retain John C. Ryckman as Part Time Custodian, at an hourly rate of $15.73. Approved 4-0.

A resolution was drawn up and states as follows:

2016-08. 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 $15.73.

A motion was made by Commissioner Schaefer, seconded by Commissioner Davonski, to retain First Responder, Amit Patel, at an hourly rate of $26.00. Approved 4-0.

A resolution was drawn up and states as follows:

2016-09. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to retain First Responder, Amit Patel, at an hourly rate of $26.00. 6

A motion was made by Commissioner Schaefer, seconded by Commissioner Sacks, to retain the On Call First Responders, at an hourly rate of $20.00. Approved 4-0.

A resolution was drawn up and states as follows:

2016-10. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to retain the On Call First Responders, at an hourly rate of $20.00.

A motion was made by Commissioner Schaefer, seconded by Commissioner Davonski, to retain On Call First Responder, Amanda Paparatto, at an hourly rate of $20.50.

A resolution was drawn up and states as follows:

2016-11. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to retain On Call First Responder, Amanda Paparatto, at an hourly rate of $20.50. Approved 4-0.

At this point, the Board authorized the Treasurer to file a copy of the Annual Report to the Department of Audit and Control within sixty (60) days after the end of the fiscal year (March 1, 2016) and to submit same to the Board.

A motion was made by Commissioner Sacks, seconded by Commissioner Jackson, reaffirm the following policies:

Cell Phone Policy (as amended)

Code of Ethics

Drug Policy

First Responder Policy

General Policy

Investment Policy

Media Policy

Procurement Policy (as amended)

Public Comments Policy

Reserve Funds Policy

Third Party Agreement

Travel Policy

Use of Chiefs’ Vehicles (as amended) Approved 4-0.

A resolution was drawn up and states as follows:

2016-12. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to reaffirm the following policies:

Cell Phone Policy (as amended)

Code of Ethics

Drug Policy

First Responder Policy

General Policy

Investment Policy 7

Media Policy

Procurement Policy (as amended)

Public Comments Policy

Reserve Funds Policy

Third Party Agreement

Travel Policy

Use of Chiefs’ Vehicles (as amended)

A motion was made by Commissioner Schaefer, seconded by Commissioner Davonski, reestablishing the Capital Reserve Funds. Approved 4-0.

A resolution was drawn up and states as follows:

2016-13. 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 Schaefer, seconded by Commissioner Davonski, reaffirming the Financial Reporting Requirements of Governmental Accounting Standards Board (GASB) Statement 54. Approved 4-0.

A resolution was drawn up and states as follows:

2016.14. 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 7:35 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 4-0.

Submitted by:

Lorraine Gregory, Secretary

EAST QUOGUE FIRE DISTRICT

REGULAR MONTHLY MEETING

JANUARY 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 7:37 p.m. Present were Commissioners James Schaefer, Jennifer Davonski, Aaron Sacks and Allyn Jackson, Chief David Kohler, First Assistant Chief Scott Flynn, Second Assistant Chief David Rosante, Firehouse Attendant David Schaffauer, Treasurer Nancy Knotoff and Secretary Lorraine Gregory.

FIREHOUSE ATTENDANT REPORT

See attached report.

ITEMS FOR DISCUSSION

A motion was made by Commissioner Sacks, seconded by Commissioner Jackson, approving Mr. Schaffauer’s vacation time from February 12-21, 2016 and to authorize Mr. Ryckman to work a 20 hour work week in Mr. Schaffauer’s absence. Approved 4-0.

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

At this point, Mr. Schaffauer left the meeting.

EMS REPORT

Presented by Commissioner Davonski in Mr. Patel’s absence.

STAFF REPORT

See attached report.

EQUIPMENT AND SUPPLIES

See attached report.

According to the new procedure regarding dollar amount purchases, Mr. Patel may order this item without prior Board approval. Commissioner Davonski will advise Mr. Patel.

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

MAINTENANCE REPORT

No report submitted. Commissioner Erwin not in attendance. 2

CHIEF'S REPORT

See attached report.

REQUESTS

Request 1. - Chief Kohler will furnish the binder’s item number and the Secretary will order.

Request 2. - A motion was made by Commissioner Sacks, seconded by Commissioner Schaefer, authorizing the purchase, from Dive Rescue International, of the items necessary to update the Ice Rescue Suits, at a cost of $535.25. Approved 4-0.

Request 3. - A motion was made by Commissioner Sacks, seconded by Commissioner Jackson, approving the purchase of a black helmet for Ex-Chief William Potter, at a cost not to exceed $250.00. Approved 4-0.

Request 4. - In inventory.

Requests 5 and 6. - New Business.

Request 7. - Commissioner Sacks will handle.

Requests 8 and 9. - New Business.

Request 10. A motion was made by Commissioner Schaefer, seconded by Commissioner Davonski, authorizing On Call First Responder Keith Phillips to attend the upcoming JEMS Conference, in Baltimore, Maryland, February 25-27, 2016, at a cost not to exceed $1,500.00. Approved 4-0. (Note: According to the District’s Travel Policy, if for some reason Mr. Phillips does not attend the conference, he will be responsible for reimbursing the District for the expenses incurred that are not refundable to the District.)

Request 11. - The Inspection Dinner is scheduled for May 14, 2016 at Docker’s.

Request 12. - A motion was made by Commissioner Sacks, seconded by Commissioner Davonski, granting permission for Second Assistant Chief David Rosante to use the District vehicle to travel back and forth to work in Mastic/Shirley. Approved 4-0.

ITEMS FOR DISCUSSION

1. Commissioner Sacks stated that the cap will be ready in approximately 6 weeks.

2. The Board suggested forming a Truck Committee.

ATTORNEY DISCUSSION

Mr. Glass not in attendance. 3

MINUTES

A motion was made by Commissioner Sacks, seconded by Commissioner Schaefer, accepting the Minutes of the December 28, 2015 Year End Meeting. Approved 4-0.

TREASURER'S REPORT

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 probationary membership of Max McLaughlin and an e-mail from Jessica Insalaco regarding an update on The Hills.

OLD BUSINESS

Commissioner Jackson advised the Board that Commissioner Erwin advised him that a new vehicle for the Chief is on order through State bid.

Commissioner Davonski is still working on the On Call First Responder evaluations with Mr. Patel.

Commissioner Schaefer advised the Board that the bed liner for the Fire Police Vehicle had been installed and that he was still waiting to hear from Relay Communications.

The Secretary advised the Board that she will be placing the public notice regarding the sale of the 2005 Ford Expedition in the January 14, 2016 issue of the Southampton Press – Western Edition.

NEW BUSINESS

Commissioner Jackson advised the Board that physical exams are scheduled for the third Saturday in February and the March meeting. Fit testing will be done by an independent company.

A motion was made by Commissioner Sacks, seconded by Commissioner Davonski, approving the probationary membership of Max McLaughlin. Approved 4-0.

A motion was made by Commissioner Sacks, seconded by Commissioner Schaefer, approving use of the meeting room on January 31, 2106 by David Rosante for a birthday party. Approved 4-0.

A motion was made by Commissioner Jackson, seconded by Commissioner Davonski, approving use of the meeting room on February 19, 2016 by Gregory Celi (Red Knights MC Club) for a general meeting. Approved 4-0.

A motion was made by Commissioner Davonski, seconded by Commissioner Schaefer, approving use of the meeting room on March 13, 2016 by the East Quogue Cub Scout Pak 261 for the 2016 Blue and Gold Awards Banquet, with a room rental fee of $120.00. Approved 4-0. (Note: Mr. 4

Luhmer will be reminded to leave the room and the kitchen in clean condition and will be responsible for any damages that might occur.)

A motion was made by Commissioner Jackson, seconded by Commissioner Sacks, approving use of the meeting room on February 13, 2016 by David Kohler for a baby shower. Approved 4-0.

At 8:37 p.m., a motion was made by Commissioner Schaefer, seconded by Commissioner Sacks, calling the meeting into Executive Session to discuss a departmental matter. Approved 4-0.

At 8:45 p.m., a motion was made by Commissioner Jackson, seconded by Commissioner Sacks, calling the meeting out of Executive Session. Approved 4-0.

A motion was made by Commissioner Schaefer, seconded by Commissioner Sacks, to reinstate Chief David Kohler driving privileges. 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 23 checks totaling $123,046.12 and to authorize the transfer of $130,000.00 from the Money Market to the Checking Account. Approved 4-0.

At 8:50 p.m., there being no further business, a motion was made by Commissioner Sacks, seconded by Commissioner Davonski, 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", 2005 Ford Expedition 4 Wheel Drive, White Body with Red Side Stripe, mileage 84,932.8, VIN #1FMPU1650LA66397 will be received by the Board of Fire Commissioners of the East Quogue Fire District, P.O. Box 860, 465 Montauk Highway, East Quogue, New York 11942 until 7:15 P.M. (prevailing time) on February 4, 2016, at which time the bids will be opened and read aloud. Bids will be presented in a sealed envelope marked "Bid – 2005 Ford Expedition". The minimum bid is $1,500.00. 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 8, 2016

BY ORDER OF THE BOARD OF FIRE

COMMISSIONERS OF THE EAST QUOGUE FIRE DISTRICT

_________________________________

Lorraine Gregory

Sealed Bid Sale

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 2016 on the first Thursday of each month at 7:30 p.m., at the East Quogue Fire House, Montauk Highway, East Quogue, New York. The Budget Hearing will be held on Tuesday, October 18, 2016, at 7:00 p.m. Immediately following the Budget Hearing, there will be a Special Meeting to adopt the 2017 Budget. The Year-End Meeting will be held on Monday, December 26, 2016, at 7:00 p.m. Workshops will be held, as needed, on the fourth Wednesday of each month, with the exception of November, which will be the fifth Wednesday of the month, at 7:00 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 8, 2016

Lorraine Gregory

Secretary

Board of Fire Commissioners

East Quogue Fire District

Meetings Schedule for 2016

EAST QUOGUE FIRE DISTRICT

SPECIAL MEETING

DECEMBER 28, 2015

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

Commissioner Erwin not in attendance.

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 Davonski, to accept the Minutes of the December 3, 2015 Fuel Bid Opening and the Regular Monthly Meeting. Approved 4-0.

TREASURER'S REPORT

A review was made of the Outstanding Purchase Orders for 2015. A motion was made by Commissioner Schaefer, seconded by Commissioner Davonski, amending Purchase Order #2015-70 to read $2,073.06 instead of $2,000.00 and to Void 2014-2. Approved 4-0. 2

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

2015-49. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to authorize the transfer of $32.12 from Ambulance Repair - 210-001 to Ambulance Maintenance/Supplies - 240-001.

2015-50. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to authorize the transfer of $144.79 from Voting Machines - 440-001 to Office Computer Maintenance/Supplies - 450-001.

A motion was made by Commissioner Sacks, seconded by Commissioner Schaefer, accepting the adoption of Resolutions 2015-49 and 2015-50. Approved 4-0.

2015-51. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to authorize the transfer of the balance remaining in all 2015 budget codes amounting to $273,994.82 to Fund Transfers - 900-001.

2015-52. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to authorize the transfer of $190,000.00 from Fund Transfers - 900-001 to the Apparatus Reserve Fund.

2015-53. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to authorize the transfer of $155,000.00 from Fund Transfers - 900-001 to the Building Reserve Fund.

2015-54. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to authorize the transfer of $23,994.82 from Fund Transfers - 900-001 to the Communication Reserve Fund.

A motion was made by Commissioner Sacks, seconded by Commissioner Schaefer, accepting adoption of Resolutions 2015-51 through 2015-54. Approved 4-0.

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

COMMUNICATIONS AND CORRESPONDENCE

Miscellaneous correspondence was presented to the Board.

OLD BUSINESS

Commissioner Schaefer presented the following two proposals for the bed liner for 7-6-9 Fire Police Vehicle:

Broken Arrow Industries, Inc. - $475,00

Otis Ford - $500.00 3

A motion was made by Commissioner Sacks, seconded by Commissioner Davonski, accepting the proposal from Broken Arrow Industries, Inc. for the bed liner for 7-6-9 Fire Police Vehicle, at a cost of $475.00. Approved 4-0.

After a brief discussion regarding the 2007 Ford Expedition 7-6-10, a resolution was drawn up and states as follows:

2015-55. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to declare the 2005 Ford Expedition 7-6-10 as surplus property and to offer it up for sale in "as is" condition and to accept a bid for no less than $1,500.00.

A motion was made by Commissioner Schaefer, seconded by Commissioner Sacks, accepting adoption of Resolution 2015-55. Approved 4-0.

The Secretary advised the Board that Commissioner Sacks had made the final $100.00 payment owed to the District regarding his not attending the 2014 Fall Workshop of the Association of Fire Districts of the State of New York.

NEW BUSINESS

No discussion.

ABSTRACT OF BILLS:

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

Abstract #2 of 4 in the amount of $25,391.72, consisting of 32 checks

Abstract #3 of 4 in the amount of $368,652.61, consisting of 3 checks

Abstract #4 of 4 in the amount of $1,616.94, consisting of 1 check

and authorizing the transfer of $400,000.00 from the Checking Account to the Money Market Account. Approved 5-0.

At 8:00 p.m., there being no further business, a motion was made by Commissioner Sacks, seconded by Commissioner Davonski, to adjourn the meeting. Approved 4-0.

Submitted by:

Lorraine Gregory, Secretary

Year End Meeting Minutes 2015

EAST QUOGUE FIRE DISTRICT

REGULAR MONTHLY MEETING

NOVEMBER 5, 2015

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 7:45 p.m. Present were Commissioners James Schaefer, Aaron Sacks, Jennifer Davonski, Jonathan Erwin and Allyn Jackson, Chief Bill Potter, Firehouse Attendant David Schaffauer, First Responder Amit Patel, Treasurer Nancy Knotoff and Secretary Lorraine Gregory. (Note: The meeting started late due to the fact that a John Tepedino, a representative from Fully Involved, Inc., addressed the Board.)

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 5-0.

At 7:48 p.m., Mr. Schaffauer left the meeting.

EMS REPORT

See attached report.

STAFF REPORT

Noted.

EQUIPMENT AND SUPPLIES

1.         A motion was made by Commissioner Schaefer, seconded by Commissioner Sacks, authorizing the purchase of the medical supplies requested, at a cost of $2,027.36 (Hammer Medical - $1,273.50, Emergency Medical Products - $349.16 and Zoll - $404.70). Approved 5-0.

2.         Noted.

3.         A motion was made by Commissioner Schaefer, seconded by Commissioner Davonski, authorizing the purchase of one (1) Staples 2-Drawer Letter Size Vertical File Cabinet Black, at a cost of $179.99. Approved 5-0.

4.         Tabled.

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

At 8:00 p.m., Mr. Patel left the meeting.

MAINTENANCE REPORT

No written report submitted.

Commissioner Erwin advised the Board that 7-6-17 will be inspected next week and that there are two recalls on the vehicle that will also be addressed.

Commissioner Erwin will arrange for the ladder testing.

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

CHIEF'S REPORT

See attached report.

REQUESTS

Request 1. - Approved for 7-6-6.

Request 2. - A motion was made by Commissioner Davonski, seconded by Commissioner Sacks, authorizing the purchase of two (2) MSA Altair CO Meters for 7-6-2 and 7-6-31 from Firematic, at a cost not to exceed $250.00 each. Approved 5-0.

Request 3.       A motion was made by Commissioner Schaefer, seconded by Commissioner Davonski, authorizing the purchase of one (1) Dewalt Rechargeable Battery from Westhampton True Value Hardware, at a cost of $89.00. Approved 5-0.

ITEMS FOR DISCUSSION

1.         Commissioner Sacks advised the Chief that the “Forward Address” can be edited to correct the situation.

2.         Commissioner Jackson will handle.

3.         Noted.

4.         The Board advised the Chief that the Department pays the $130.00 bill for the County fee and then requests reimbursement from the Board.

At 8:28 p.m., a motion was made by Commissioner Jackson, seconded by Commissioner Schaefer, calling the meeting into Executive Session to discuss a Department matter. Approved 5-0.

At 8:40 p.m., a motion was made by Commissioner Davonski, seconded by Commissioner Sacks, calling the meeting out of Executive Session. Approved 5-0.

ATTORNEY DISCUSSION

Mr. Glass not in attendance.

MINUTES

A motion was made by Commissioner Sacks, seconded by Commissioner Davonski, accepting the Minutes of the October 1, 2015 Regular Monthly Meeting and the October 20, 2015 Budget Hearing. Approved 5-0.

TREASURER'S REPORT

With regard to the 2016 Budget, a resolution was drawn up and states as follows:

2015-36. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to adopt the 2016 Budget in the amount of $1,320,000.00.

A motion was made by Commissioner Schaefer, seconded by Commissioner Davonski, accepting the adoption of Resolution 2015-36. Approved 5-0.

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

2015-37. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to authorize the transfer of $2,500.00 from Gas/Oil Vehicles - 300-001 to Building Maintenance/Supplies – 250-001.

2015-38. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to authorize the transfer of $1,000.00 from Gas/Oil Vehicles - 300-001 to Telephone – 270-001.

2015-39. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to authorize the transfer of $94.25 from Public Drills/Inspections - 380-001 to Uniforms – 370-001.

2015-40. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to authorize the transfer of $2,000.00 from Public Drills/Inspections - 380-001 to Legal Audit – 420-001.

A motion was made by Commissioner Davonski, seconded by Commissioner Erwin, accepting the adoption of Resolutions 2015-37 – 2015-40. Approved 5-0.

A motion was made by Commissioner Sacks, seconded by Commissioner Erwin, amending Purchase Order #2015-87 to read as follows: the purchase of twenty (20) Hoods, at a cost of $45.00 each. Approved 5-0.

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

COMMUNICATIONS AND CORRESPONDENCE

Miscellaneous correspondence was presented to the Board including a notice from Verizon stating that the District’s account is “frozen”, a letter from Cook Maran regarding 81 Dune Road, a letter from the Suffolk County Fire District Officers Association regarding the District hosting their November 17, 2016 meeting and a proposal from Frank G. Relf Architect, P.C. regarding the boiler replacement.

OLD BUSINESS

After a brief discussion regarding repairs to the 2009 Dodge Durango (7-6-80), a motion was made by Commissioner Schaefer, seconded by Commissioner Davonski, accepting the proposal from Village Auto Body Inc., in the amount of $3,500.00. Approved 5-0.

Commissioner Davonski advised the Board that the ambulance lettering was approved by the State.

Commissioner Schaefer advised the Board that members have still not been measured for Class A uniforms and that he has been communicating with Hometown Insurance regarding the training courses that they have available.

Commissioner Schaefer also advised the Board that he will be contacting the members who will be eligible to receive LOSAP in January 2016. A meeting has been scheduled with Vince Marmorale for December 9, at 6:00 p.m., to explain the options available.

Commissioner Sacks advised the Board that the cap for the Fire Police Vehicle is in production and that the face pieces will be delivered within the next few weeks. Fit testing will be done in January 2016.

Commissioner Jackson advised the Board that Frank G. Relf’s architectural and engineering services for the boiler was $36,000.00. The Board needs to look further.

Commissioner Jackson also advised the Board that The Hills Development had contacted him regarding whether or not the Board did research as to the exact amount of land the District would need, whether it would be cleared or uncleared and have any restrictions. The Board suggested that Commissioner Jackson compose a letter to The Hills expressing the needs of the Fire District/Department and the stress that this project will be putting on the Fire District/Department and pointing out the fact that the development will not have an impact on the School District and the School District is receiving many benefits.

Commissioner Jackson stated that the Policy and Procedure Manual has been reviewed and edits need to be made. The Secretary will handle this project.

The Secretary reminded Commissioner Sacks that there was a balance of $100.00 owed by him to the District regarding his not attending the 2014 Fall Workshop of the Association of Fire Districts of the State of New York.

NEW BUSINESS

Commissioner Erwin advised the Board that the New York State bidding process was starting a new program called Mini-Bids and will submit a bid for the new Chief’s car. He will try to spec out the box. The radios and lights will be done after delivery.

Commissioner Schaefer spoke with Stone Creek Inn regarding their request for a CPR Class. The class will be scheduled for the end of January or sometime in February with at least 20 attendees.

After a brief discussion, a motion was made by Commissioner Schaefer, seconded by Commissioner Sacks, accepting the proposal from Fully Involved, Inc. to perform preventative maintenance services, at an approximate cost of $11,820.00 and repair services which would include parts and labor, at a cost yet to be determined when the work is scheduled and completed. Approved 5-0.

Commissioner Jackson advised the Board that he will contact Relay to get their advice on our radio planning.

The 2016 Fuel Oil Bid Opening is scheduled for 7:00 p.m., on December 3, 2015. The Secretary will publish the public notice.

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 47 checks totaling $31,738.40 and to authorize the transfer of $50,000.00 from the Money Market to the Checking Account. Approved 5-0.

At 9:45 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

November Meeting Minutes 2015

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 2016 will be held on Thursday, January 7, 2016, at 7:00 P.M., at the East Quogue Firehouse, Montauk Highway, East Quogue, New York.

Dated: December 3, 2015

Lorraine Gregory

Secretary

Board of Fire Commissioners

East Quogue Fire District

Drawer 860, East Quogue, NY 11942

Organizational Meeting Notice 2016

ANNUAL ELECTION OF THE EAST QUOGUE FIRE DISTRICT

DECEMBER 8, 2015

PLEASE TAKE NOTICE that the Annual Election of the East Quogue Fire District will take place on December 8, 2015, 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, 2016. 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 16, 2015. 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 18, 2015. Petitions may be obtained at the East Quogue Firehouse, Monday through Friday beginning November 5, 2015, between the hours of 8:30 a.m. and 4:00 p.m.

Dated: October 30, 2015

Lorraine Gregory

Secretary

Board of Fire Commissioners

East Quogue Fire District

PO Drawer 860, East Quogue, NY 11942

(631) 653-5101

Election Notice 2015

NOTICE TO BIDDERS

PLEASE TAKE NOTICE, that sealed bids for the provision of #2 fuel oil for the period beginning January 1, 2016 and ending December 31, 2016 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 third day of December 2015, 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 9, 2015

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

Fuel Oil Bid

EAST QUOGUE FIRE DISTRICT

REGULAR MONTHLY MEETING

OCTOBER 1, 2015

The Regular Monthly Meeting of the Board of Fire Commissioners of the East Quogue Fire District was called to order by Chairman Allyn Jackson at 8:00 p.m. Present were Commissioners James Schaefer, Aaron Sacks, Jennifer Davonski, Jonathan Erwin and Allyn Jackson, Chief Bill Potter, Third Assistant Chief Scott Flynn (8:25 p.m.), Firehouse Attendant David Schaffauer, Treasurer Nancy Knotoff and Secretary Lorraine Gregory. (Note: The meeting started late due to the fact that representatives from The Hills development addressed the Board.)

FIREHOUSE ATTENDANT REPORT

See attached report.

ITEMS FOR DISCUSSION

1.         A motion was made by Commissioner Davonski, seconded by Commissioner Schaefer, authorizing the purchase of three (3) cord reels from Home Depot, at an approximate cost of $29.97 each and three (3) plug ends, at a cost of $12.98 each. Approved 5-0.

2.         Noted.

3.         Commissioner Jackson will look into the problem.

4.         Noted.

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

At 8:10 p.m., Mr. Schaffauer left the meeting.

EMS REPORT

See attached report. (Note: Commissioner Davonski presented the report in Mr. Patel’s absence.)

STAFF REPORT

Noted.

EQUIPMENT AND SUPPLIES

1.         A motion was made by Commissioner Schaefer, seconded by Commissioner Erwin, authorizing the purchase of the medical supplies requested, at a cost of $645.11 (Emergency Medical Products - $55.26 and Hammer Medical - $589.85). Approved 5-0.

2.         A motion was made by Commissioner Schaefer, seconded by Commissioner Erwin, authorizing the renewal of the When to Work subscription, at a cost of $200.00. Approved 5-0.

3.         Commissioner Davonski advised the Board that the 3” letters will be installed tomorrow and that pictures of the vehicle lettering will be forwarded to Brian Sherwood.

4.         Tabled.

5.         Tabled.

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

MAINTENANCE REPORT

Commissioner Erwin advised the Board that the new 7-6-80 car was taken to Ford to fix a problem that was not covered under the warranty.

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) radio holder and strap combinations from The Fire Store, at an approximate cost of $233.53. Approved 5-0.

Request 2. - Tabled.

Request 3.       Amanda Paparatto has been given a steady work shift.

ITEMS FOR DISCUSSION

1.         A motion was made by Commissioner Sacks, seconded by Commissioner Schaefer, authorizing the purchase of twenty four (24) pair of assorted sizes of Dragon Fire gloves from Coastal Fire, at an approximate cost of $64.95 each. Approved 5-0.

2.         A motion was made by Commissioner Sacks, seconded by Commissioner Schaefer, authorizing the purchase of twenty (20) Hoods from The Fire Store, at an approximate cost of $30.59 each. Approved 5-0.

3.         A motion was made by Commissioner Davonski, seconded by Commissioner Sacks, authorizing the purchase of ten (10) Scott Pak Bottles on State Contract, if possible, at a cost not to exceed $1,300.00 each. Approved 5-0.

4.         A motion was made by Commissioner Sacks, seconded by Commissioner Davonski, authorizing the purchase of forty five (45) Scott Facepieces, at a cost not to exceed $12,825.00. Approved 5-0.

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 3, 2015 Regular Monthly Meeting and the September 23, 2015 Meeting. Approved 5-0.

TREASURER'S REPORT

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

2015-34. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to authorize the transfer of $2,500.00 from Gas/Oil Vehicles - 290-001 to Ambulance Maintenance/Supplies – 240-001.

A motion was made by Commissioner Schaefer, seconded by Commissioner Davonski, accepting adoption of Resolutions 2015-34. Approved 5-0.

A motion was made by Commissioner Sacks, seconded by Commissioner Davonski, amending Purchase Order #2015-34 to read as follows: the purchase of twelve (12) Shirts, at a cost of $40.00 each. Approved 5-0.

A motion was made by Commissioner Schaefer, 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 an order form from James Publishing for the New York Fire District Officers’ Guide.

OLD BUSINESS

Commissioner Schaefer reported on the following:

Commissioner Schaefer spoke with Erik at Hometown regarding an EVOC class. The class is free with a requirement of a minimum of 20 attendees. Chief Potter advised the Board that he had just submitted a request to the County for a class in January and is requiring all members to take an EVOC class. Commissioner Sacks proposed that the Chiefs present to the Board at the November meeting a training program outlining what it is a member has to do, what the test is, what they sign and what the Chiefs say the member has done.

Commissioner Sacks reported on the following:

Firemen’s Room - Tabled.

Commissioner Jackson reported on the following:

Siren - Tabled.

Boiler Main Firehouse - Meeting with General this week.

Fit Testing - Went very well.

Photocopier - Will contact Advanced Imaging Systems.

December 16, 2014 Break-In - The Town Judge will be requiring the individual to reimburse the District for the damages totaling $9,149.00.

Ms. Knotoff advised the Board that she would be attending the upcoming Association of Fire Districts of the State of New York Fall Workshop.

NEW BUSINESS

A motion was made by Commissioner Sacks, seconded by Commissioner Schaefer, authorizing the construction of a wooden storage unit for the cots being stored in the Steel Building, at a cost of approximately $400.00 for materials and labor. Approved 5-0.

A motion was made by Commissioner Sacks, seconded by Commissioner Schaefer, authorizing the purchase of two (2) Storage Cabinets from Global for the Ladies Auxiliary and Benevolent Association storage needs, at a cost of approximately $1,200.00, plus shipping. Approved 5-0.

A motion was made by Commissioner Schaefer, seconded by Commissioner Erwin, authorizing NDI to administer flu shots to the members and the Ladies Auxiliary, at a cost of $25.00 per shot. Approved 5-0.

A motion was made by Commissioner Erwin, seconded by Commissioner Schaefer, authorizing the purchase of one (1) copy of the New York Fire District Officers’ Guide Print Auto Renew, at a cost of $119.00, including shipping. Approved 5-0.

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

A resolution was drawn up and states as follows:

2015-35. 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 2015 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 Erwin, seconded by Commissioner Jackson, accepting adoption of Resolution 2015-35. 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 25 checks totaling $12,371.02 and to authorize the transfer of $25,000.00 from the Money Market to the Checking Account. Approved 5-0.

At 9:25 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

Meeting Minutes for October 2015

2016 Budget Summary

NOTICE OF PUBLIC HEARING

EAST QUOGUE FIRE DISTRICT

PLEASE TAKE NOTICE that a Public Hearing will be held on October 20, 2015 at 7:00 p.m. (prevailing time) at the main firehouse located at Montauk Highway and Bay Avenue, East Quogue, New York.

The purpose of the Public Hearing will be to permit public review of the proposed budget for the East Quogue Fire District for fiscal year 2016.

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

Dated: September 30, 2015

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

 Budget Hearing Notice

EAST QUOGUE FIRE DISTRICT

REGULAR MONTHLY MEETING

SEPTEMBER 3, 2015

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, Jennifer Davonski and Allyn Jackson, Chief Bill Potter, Second Assistant Chief Scott Flynn, Firehouse Attendant David Schaffauer, First Responder Amit Patel, Treasurer Nancy Knotoff and Secretary Lorraine Gregory.

FIREHOUSE ATTENDANT REPORT

See attached report.

A motion was made by Commissioner Jackson, seconded by Commissioner Sacks, authorizing the purchase of two (2) Auto Eject for the new 7-6-80 Vehicle from Firematic, at a cost not to exceed $500.00. Approved 4-0.

A motion was made by Commissioner Sacks, seconded by Commissioner Jackson, authorizing the purchase of one (1) Low Band Radio from Integrated Wireless Technologies, at an approximate cost of $775.00. Approved 4-0.

ITEMS FOR DISCUSSION

1. Replace the toilet at a cost of $100.00.

2. Prepare a work order and the electrician will be called in.

3. Noted.

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

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

EMS REPORT

See attached report.

STAFF REPORT

Noted. 2

EQUIPMENT AND SUPPLIES

1. A motion was made by Commissioner Schaefer, seconded by Commissioner Davonski, authorizing the purchase of the medical supplies requested, at a cost of $580.69 (Emergency Medical Products - $417.29 and Hammer Medical - $163.40). Approved 4-0.

2. A motion was made by Commissioner Davonski, seconded by Commissioner Schaefer, authorizing the purchase of one (1) Mount for the X Series Monitor from NCE, at an approximate cost of $445.00. Approved 4-0.

MISC.

Noted.

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

At 8:00 p.m., Mr. Patel left the meeting.

MAINTENANCE REPORT

Commissioner Erwin not in attendance.

CHIEF'S REPORT

See attached report.

REQUESTS

Request 1. - A motion was made by Commissioner Sacks, seconded by Commissioner Davonski, authorizing Lt. Pat Vonatski and Lt. Donna Ponto to attend a Leadership Class, at a cost of $245.00 per attendee. Approved 4-0.

Request 2. - A motion was made by Commissioner Sacks, seconded by Commissioner Davonski, authorizing the purchase of four (4) Mustang Survival Type V Work Suits from West Marine, at a cost of $500.00 each. Approved 4-0.

Commissioner Sacks reminded the Chief of the importance of keeping the members’ training records and FIT testing records up-to-date and made available when requested.

ITEMS FOR DISCUSSION

1. Commissioner Jackson stated that he is waiting for a contract from American Fit.

2. Tabled. 3

ATTORNEY DISCUSSION

Mr. Glass not in attendance.

MINUTES

A motion was made by Commissioner Schaefer, seconded by Commissioner Davonski, accepting the Minutes of the August 6, 2015 Regular Monthly Meeting. Approved 3-0. Abstain – 1 (Commissioner Sacks did not attend the meeting.)

TREASURER'S REPORT

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

2015-31. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to authorize the transfer of $1,000.00 from Office Supplies/Postage - 260-001 to Building Maintenance and Supplies – 250-001.

2015-32. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to authorize the transfer of $1,500.00 from Public Drills and Inspections - 380-001 to Class A Uniforms – 370-001.

2015-33. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to authorize the transfer of $2,500.00 from the Money Market Account to the Checking Account to cover Payroll.

A motion was made by Commissioner Sacks, seconded by Commissioner Schaefer, accepting adoption of Resolutions 2015-31, 2015-32 and 2015-33. Approved 4-0.

A motion was made by Commissioner Sacks, seconded by Commissioner Schaefer, amending Purchase Order #2015-70 to include the purchase of sixteen (16) Ex-Chief Badges, at an approximate cost of $500.00, bringing the total to $2,000.00. Approved 4-0.

A motion was made by Commissioner Sacks, seconded by Commissioner Schaefer, amending Purchase Order #2015-72 to $3,750.00 since Commissioner Sacks will not be attending the Conference. 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 Michele Meduski regarding the PTA Halloween Parade and a letter from the East Quogue Fire Department regarding the swearing in of Andrew Pisaneschi and the resignation of Kirsten Peyton. 4

OLD BUSINESS

Commissioner Davonski reported on the following:

First Responder Reviews

- Working with Mr. Patel.

Commissioner Schaefer reported on the following:

Commissioner Schaefer advised the Board that he is waiting for a return phone call from Hometown regarding an EVOC class and that if the Chief makes a request, the County will hold a class at a charge.

Commissioner Sacks reported on the following:

Firemen’s Room

- Will, of Mr. Relf’s office, estimated the first phase to cost $140,000, not including his fee of $37,500.00. The Board decided to consider looking for another architect.

Fire Police Cap

- In production.

Commissioner Jackson reported on the following:

Siren

- No progress.

Boiler Main Firehouse

- No progress.

Photocopier

- Letter sent to Wells Fargo. Waiting to hear from Advanced Imaging Systems regarding the new machine.

NEW BUSINESS

A motion was made by Commissioner Sacks, seconded by Commissioner Schaefer, granting permission for the East Quogue Elementary School PTA to assemble in the parking lot prior to the Halloween Parade. Approved 4-0. (Note: The members of the Department and the Fire Police will assist with traffic control and will lead the parade with a Fire Truck.)

A motion was made by Commissioner Schaefer, seconded by Commissioner Davonski, accepting the resignation of Kirsten Peyton from the Department. 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 43 checks totaling $54,016.61 and to authorize the transfer of $80,000.00 from the Money Market to the Checking Account. Approved 4-0. 5

At 9:18 p.m., there being no further business, a motion was made by Commissioner Schaefer, seconded by Commissioner Jackson, to adjourn the meeting. Approved 4-0.

Submitted by Lorraine Gregory, Secretary

Meeting Minutes for September 2015