February Meeting Minutes 2019

EAST QUOGUE FIRE DISTRICT

REGULAR MONTHLY MEETING

FEBRUARY 7, 2019

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

FIREHOUSE ATTENDANT REPORT

See attached report.

ITEMS FOR DISCUSSION

None.

EMS REPORT (Presented by Commissioner Davonski)

See attached report.

STAFF REPORT

1. Noted.

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

2019-16. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to increase the hourly pay rate of Danielle Mohr and Andrew Schultze to $22.66 (3% = 66 cents) for their exceptional work as On Call First Responders. Approved 5-0.

A motion was made by Commissioner Gregory, seconded by Commissioner Mattera, approving adoption of Resolution 2019-16. Approved 5-0.

3. Amanda Zilnicki’s resignation noted. Approval given to hire a replacement.

EQUIPMENT AND SUPPLIES

1. A motion was made by Commissioner Davonski, seconded by Commissioner Schaefer, authorizing the purchase of the medical supplies requested, at a total cost of $1,010.05 (McKesson - $79.50, Zoll Medical - $265.50, Hammer Medical - $366.05, Teleflex - $299.00). Approved 5-0.

2. A motion was made by Commissioner Schaefer, seconded by Commissioner Davonski, authorizing the renewal of the AmbuPro ePCR software yearly renewal, at a cost of $3,600.00. Approved 5-0.

MAINTENANCE REPORT

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

After a brief discussion regarding the boat and its needed repairs, Chief Flynn advised the Board that he would like to discuss the boat with the other Chiefs and then report their findings to the Board.

CHIEF'S REPORT

See attached report.

REQUESTS

Request 1. - A motion was made by Commissioner Davonski, seconded by Commissioner Schaefer, authorizing the purchase of three (3) 200A Multi-Function Jump Boxes from True Value Hardware, at a cost of $166.99 each. Approved 5-0.

Request 2. - A motion was made by Commissioner Schaefer, seconded by Commissioner Davonski, authorizing the purchase of 600 (six hundred) Equipment ID Stickers from Signs of Fire.Com, at a cost of $324.45. Approved 5-0.

Request 3. - A motion was made by Commissioner Schaefer, seconded by Commissioner Mattera, authorizing the purchase of five (5) 30-Minute Scott Cylinders from South Shore Fire & Safety (State contract), at a cost of $898.00 each. Approved 5-0.

Request 4. - A motion was made by Commissioner Schaefer, seconded by Commissioner Mattera, authorizing the purchase of twelve (12) LED Fire Vulcan Lights from Firematic, at a cost of $149.95 each. Approved 5-0.

Request 5. - A motion was made by Commissioner Mattera, seconded by Commissioner Davonski, granting permission for Chief Scott Flynn to use the Meeting Room on February 16, 2019. Approved 4-0. Recused 1 - Commissioner Schaefer.

Request 6. - A motion was made by Commissioner Schaefer, seconded by Commissioner Mattera, authorizing the purchase of three (3) AV-3000HT Large Face Pieces from South Shore Fire & Safety, at a total cost of $892.20. Approved 5-0.

Request 7. - A motion was made by Commissioner Davonski, seconded by Commissioner Gregory, authorizing the purchase of two (2) Little Anne QCPR Upgrade Kit from Laerdal, at a cost of $72.00 each. Approved 5-0.

ITEMS FOR DISCUSSION

1. No discussion.

2. Second Assistant Chief Jankowski met with dispatchers of the Hampton Bays and Eastport Fire Departments to discuss how they use the Red Alert system. Second Assistant Chief Jankowski advised the Board that the Chiefs would like to use a fingerprint system rather than a Point Sheet write-in when members respond to alarms. He also would like to have MBTs and IPads in the vehicles. Commissioner Jackson suggested that the Chiefs supply the Board with a list of the items needed to improve communications and response. The Board will then seek prices and, perhaps, a grant could be applied for.

ATTORNEY DISCUSSION

Mr. Glass not in attendance.

MINUTES

A motion was made by Commissioner Davonski, seconded by Commissioner Schaefer, accepting the Minutes of the January 3, 2019 Organizational Meeting, with noted correction, and the Minutes of the January 3, 2019 Regular Monthly Meeting. Approved 5-0.

TREASURER'S REPORT

Ms. Knotoff advised the Board that the District received a 2012-2017 insurance premium refund from Arch Insurance Company in the amount of $11,046.40.

Since Commissioner Schaefer is now the Vice-Chairman and a signatory on the checks, Commissioner Mattera will have the authority to open the bank statements and compare them with the abstract.

Ms. Knotoff reported on the auditor’s review as follows:

1. The Policy Book must be finalized.
2. No Sexual Harassment Policy in the book.
3. No Privacy Breach Notification Policy in the book
4. With regard to the Travel Policy, the travel form must be filled out by the attendees. If the District no longer requires use of the form, then the wording must be taken out of the policy.
5. A policy is required for making on-line bank transfers and the policy should state that a notification is to be made to the Chairman every time an on-line transfer is made.
6. No Capital Plan available - must get it from Chairman.
7. Recommended use of the fingerprinting or card system for Red Alert.

Ms. Knotoff advised the Board that she will contact Mr. Glass regarding Paid Family Leave.

A motion was made by Commissioner Schaefer, seconded by Commissioner Gregory, 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 probationary membership of James Carter and the resignations of Patricia Vonatski and Matthew Ravenhall, a letter from Fully Involved regarding an increase in labor rates from $110 to $115 per hour and a letter from Jones, Little & Co. outlining their audit services.

A motion was made by Commissioner Schaefer, seconded by Commissioner Mattera, accepting the auditing services proposal from Jones, Little & Co. at their standard hourly rates which will not exceed $7,750.00. Approved 5-0.

OLD BUSINESS

Commissioner Jackson advised the Board that he has contracted with GT Power for the generator service and will contact Commander regarding their bill.

Commissioner Jackson also advised the Board of the following:

Chief’s Car                  Tahoe - $36,494.00

(BOCES Bid)             Tahoe w/Police Package - $46,694.00

                                    Suburban - $46,000.00

Truck                           Chevrolet FC2500 w/crew cab - $40,994.00

                                    Double cab, snow plow, spreader and lift gate are extra.

Commissioner Gregory suggested purchasing a pickup truck with cap so as to avoid passengers coming in contact with gear. Further discussion tabled until March.

Second Assistant Chief Jankowski requested permission to have a custom box made for his vehicle. According to NFPA Standards, gear must be stored separately.

Commissioner Jackson reminded the Board that they will have to decide what to look for in filling the positions of District Manager/Secretary and Treasurer and that the positions should be advertised by April.

Commissioner Jackson advised the Board that the buildings/grounds inspections are scheduled for Sunday, February 17, 2019 at 9:00 a.m.

Commissioner Jackson presented the Annual Report (alarms, EMS, mutual aid, etc.) to the Board and the Chief. A copy of the report was also forwarded to the Editor of the “Southampton Press Western Edition”.

Commissioners Jackson and Gregory will work together on updating the Policy Book.

Commissioner Jackson signed the dinner dance contract. Ms. Knotoff stated that she would prefer to pay the bill at the dinner for the number of attendees x $135.10. The budget is $23,500.00 and whatever is left over, after paying for gifts, will be put toward the cost of the band.

Commissioner Schaefer advised the Board that all of the LOSAP paperwork is done and that he will work with Commissioner Jackson regarding the Employee Handbook.

Commissioner Jackson reminded the Board that the insurance coverage should be re-bid.

Commissioner Gregory advised the Board that Mr. Schaffauer is meeting with a person regarding Quogue’s siren and that, at some point, he will meet with him as well.

Commissioner Gregory also advised the Board that he was waiting to hear from Rico’s regarding the First Responder shirts – having the wrong patches removed and replaced, adding the word “Paramedic” to the back of the shirts and adding East Quogue Fire District identification to the shirts.

Commissioner Davonski advised the Board that she will follow up with the evaluations.

Commissioner Jackson advised the Board that a workshop will be held with the agencies involved in making the school a shelter. The only drawback is that the school does not have a generator.

NEW BUSINESS

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

2019-17. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to donate the 2009 Dodge Durango 4-Door SUV VIN #1D8HB38P19F712576 “As Is”, minus radios and stickers, to the Golden Glow Volunteer Fire Company in Pine City, New York.

A motion was made by Commissioner Davonski, seconded by Commissioner Mattera, approving adoption of Resolution 2019-17. Approved 5-0.

After a brief discussion regarding attire for Commissioners Gregory and Mattera, a motion was made by Commissioner Schaefer, seconded by Commissioner Jackson, authorizing the purchase from Rico’s of a blazer, slacks, shirt and tie for the two Commissioners, at an approximate total cost of $1,000.00. Approved 5-0. (Note: Commissioner Mattera’s Class A uniform will be passed on to a Department member(s).)

A motion was made by Commissioner Schaefer, seconded by Commissioner Gregory, authorizing the purchase of a new Swingline Shredder Model SX19-09 from Staples, at an approximate cost of $289.99. Approved 5-0.

Commissioner Gregory advised the Board that the old phones were thrown out and that Mr. Schaffauer will do the training on the new phone system.

Commissioner Gregory also advised the Board that the old computers in the back storage room will be discarded and that he and the Chief will be reviewing the unused items that are being stored in the Steel Building.

A vote on the membership of James Carter was tabled pending the results of his physical.

A motion was made by Commissioner Schaefer, seconded by Commissioner Davonski, accepting the resignations of Patricia Vonatski and Mathew Ravenhall, pending the return of all District property issued to them. Approved 5-0.

ABSTRACT OF BILLS

A motion was made by Commissioner Davonski, seconded by Commissioner Schaefer, approving the Abstract of Bills for the General Fund consisting of 36 checks totaling $209,992.33 and to authorize the transfer of $225,000.00 from the Money Market to the Checking Account. Approved 5-0.

There will be no Workshop on February 27, 2019.

At 9:35 p.m., there being no further business, a motion was made by Commissioner Davonski, seconded by Commissioner Gregory, to adjourn the meeting. Approved 5-0.

Submitted by
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                    Lorraine Gregory, Secretary