February's Monthly Meeting Minutes

EAST QUOGUE FIRE DISTRICT

REGULAR MONTHLY MEETING

FEBRUARY 2, 2017

The Regular Monthly Meeting of the Board of Fire Commissioners of the East Quogue Fire District was called to order by Chairman Allyn Jackson at 7:30 p.m.  Present were Commissioners Aaron Sacks (8:05 p.m.), Allyn Jackson, James Schaefer, Jonathan Erwin and Jennifer Davonski, Chief Scott Davonski, First Assistant Chief Scott Flynn and 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

Noted.

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

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

EMS REPORT

See attached report.

STAFF REPORT

Noted.

2017-16.  The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to remove Erik Corneille from the On Call First Responder Rolls.

A motion was made by Commissioner Davonski, seconded by Commissioner Schaefer, approving adoption of Resolution 2017-16.  Approved 4-0.  (Commissioner Sacks had not yet arrived.)

EQUIPMENT AND SUPPLIES

1.         A motion was made by Commissioner Schaefer, seconded by Commissioner Davonski, authorizing the purchase of the medical supplies requested, at a total cost of $1,685.95 (Moore Medical - $245.59, EMP - $831.31, Zoll Medical - $509.05, Home Depot - $100.00).  Approved 4-0.

2.         A motion was made by Commissioner Davonski, seconded by Commissioner Schaefer, authorizing the purchase from OCI Software, Suffolk County Bid, software for the ePCR Program, at a cost of $6,530.00 and three (3) Panasonic Toughbook Tablets, State Bid, at a cost of $9,600.00.  Approved 4-0.

3.         A motion was made by Commissioner Sacks, seconded by Commissioner Jackson, approving the purchase from Amazon of one (1) printer for the EMS Room, at an approximate cost of $250.00.  Approved 5-0.

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 9:10 p.m.

MAINTENANCE REPORT

Work Order Report dated January 1, 2017 – February 2, 2017 was presented to the Board.

Commissioner Erwin advised the Board that the stream lights have been installed on 7-6-2.

CHIEF'S REPORT

See attached report.

REQUESTS

Request 1.  -  A motion was made by Commissioner Erwin, seconded by Commissioner Schaefer, authorizing the purchase from Grainger of ten (10) road cones for 7-6-4 and 7-6-9, at a total cost of $378.50.  Approved 5-0.

Request 2.  -  A motion was made by Commissioner Erwin, seconded by Commissioner Schaefer, authorizing the purchase from Grainger of one (1) Standard Flammable Storage Cabinet, at an approximate cost of $599.00, plus shipping.  Approved 5-0.

Request 3.  -  A motion was made by Commissioner Schaefer, seconded by Commissioner Erwin, authorizing the upgrades to the Brush Truck, 7-6-12, by GA Chivas, as discussed at the January 25, 2017 Work Session, at an approximate cost of $13,625.00.  Approved 5-0.

ITEMS FOR DISCUSSION

1.         Chief Davonski advised the Board that he plans to use 7-6-81as a BLS type of vehicle and there is no need for additional equipment.

2.         Commissioner Jackson advised the Board that he had discussed the Juniors Ride Along Policy with Mr. Glass.  Mr. Glass reviewed the Policy and found no issues.

3.         Approval given for the Chiefs to use an area in the rear building for storage.

4.         A motion was made by Commissioner Sacks, seconded by Commissioner Davonski, authorizing the purchase from Firematic of two (2) sets of gear racks, at an approximate cost of $2,200.00.  Approved 5-0.

5.         Secretary will handle.

6.         A motion was made by Commissioner Sacks, seconded by Commissioner Schaefer, granting permission for the Meeting Room to be used on March 18, 2017 by Matt Atkins for a birthday party.  Approved 5-0.

7.         Noted.

8.         Noted.

9.         Noted.

10.       A motion was made by Commissioner Sacks, seconded by Commissioner Schaefer, granting permission for the Meeting Room to be used for the Comedy Night Fundraiser on Saturday, March 25, 2017.  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 January 5, 2017 Organizational Meeting and the January 5, 2017 Regular Monthly Meeting.  Approved 5-0.

TREASURER'S REPORT

Ms. Knotoff advised the Board that the audit went well and that the accountant advised that the funds received from the Town of Southampton for false alarms should be recorded as other revenue.

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

COMMUNICATIONS AND CORRESPONDENCE

Miscellaneous correspondence was presented to the Board including proposals from Waterway for the Annual Hose Testing and NFPA Equipment Testing, a letter from the East Quogue Fire Department regarding Linda DeRosa leaving the active rolls and becoming Fireman Emeritus, the probationary membership of Jennifer Davonski and the fact that Alexa Klink withdrew her application for membership in the Department and a notice from the Association of Fire Districts State of New York regarding the upcoming conference in Albany, New York, April 20-23, 2017.

OLD BUSINESS

Commissioner Erwin advised the Board that the two new Chiefs’ vehicles are in service.

Commissioner Davonski advised the Board that the physicals will have to be done in the Commissioners’ Room, since the Meeting Room will be used for training.

Commissioner Schaefer reminded the Chief that the Ladies Auxiliary had not submitted a letter regarding use of the Meeting Room for their meetings.

Commissioner Sacks advised the Board that installation of the ceiling in the Firemen’s Room is expected to begin on Monday.  Progress is being made.  Commissioner Sacks also advised the Board that he is satisfied with the contractor.  Construction delays were caused by problems with materials availability.

Commissioner Sacks also advised the Board that a key entry for the Room Committee Closet will cost approximately $2,400.00.

Commissioner Jackson stated that the second phase of the boiler replacement and replacement of the water heater and chimney liner should begin in the Spring, if funds are available.

Commissioner Jackson advised the Board that he is meeting with EMTEC on February 9, 2017 to discuss the invoice balance.

Commissioner Erwin suggested replacing the outdoor lights with new LED lights, as needed.

Commissioner Jackson also advised the Board that there is a possibility that the Town of Southampton will be approving the CAD $10,000.00 and that the District will be responsible for the difference.

Buildings inspection was scheduled for April 9, 2017 at 9:30 a.m.

After a brief discussion regarding the Fire District’s Revised Policy and Procedures Manual, a resolution was drawn up and states as follows:

2017-17.  The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to reaffirm the East Quogue Fire District Policy and Procedures Manual, as revised February 2, 2017, containing the following:

                                    Distribution of Alcohol

                                    Public Access to Records

                                    Military Leave

                                    Driver Standards Vehicle Operations

                                    District Cell Phone

                                    Code of Ethics

                                    Credit Card

                                    Conduct of Elections

                                    Social Media

                                    Classification of Firefighters

                                    Medical Leave

                                    Procurement

                                    Progressive Discipline

                                    Public Comment at a Meeting

                                    Travel Expense

                                    Workplace Harassment

                                    Investments

                                    Fixed Assets

                                    Inspection Dinner

                                    Use of Chief’s Vehicle

                                    Meals and Reimbursement

                                    Bidding

                                    Indemnification Fire District Officers

                                    Records Retention

                                    Substance Abuse

                                    Seat Belt Use

                                    Fund Balance

A motion was made by Commissioner Schaefer, seconded by Commissioner Sacks, approving adoption of Resolution 2017-17.  Approved 5-0.

NEW BUSINESS

Commissioner Erwin advised the Board that it will cost approximately $50,000.00, not including add-ons, to replace the van with a Ford E350.

Commissioner Davonski advised the Board that she had a conversation with Alex Mullin regarding his lack of shift coverage and requested Mr. Patel to limit Mr. Mullin’s work schedule.

A motion was made by Commissioner Sacks, seconded by Commissioner Erwin, accepting the proposal from Deny’s Designs, Inc. to fabricate and install two (2) lighted signs to replace the existing ones on the front and side of the Main Firehouse, at a cost of $2,300.00, plus labor at $120.00 per hour.  Approved 5-0.

A motion was made by Commissioner Sacks, seconded by Commissioner Schaefer, authorizing the expenditure of $135.00 per person, up to 140 people, including gratuities ($135.00 x 140 = $18,900.00) for the Annual Inspection Dinner, at Docker’s, May 6, 2017.  The District will also pay for the band, at a cost of $2,700.00 and up to $1,500.00 for the gifts.  Approved 5-0.  (Note:  The Department will be responsible to pay for any persons over the District limit of 140.)

 

A motion was made by Commissioner Schaefer, seconded by Commissioner Jackson, authorizing five (5) Board members to attend the upcoming Association of Fire Districts of the State of New York Annual Meeting and Workshop, in Albany, New York, April 19-22, 2017, at an approximate cost of $5,000.00.  Approved 5-0.

A motion was made by Commissioner Schaefer, seconded by Commissioner Sacks, accepting the proposal from Waterway for the Annual Hose Testing Renewal, at a cost of $2,410.00 and the proposal for the NFPA Equipment Testing Renewal, at a cost of $1,335.75.  Approved 5-0.

A motion was made by Commissioner Erwin, seconded by Commissioner Sacks, acknowledging the request of Linda DeRosa to enter Emeritus Status.  Approved 5-0.

A motion was made by Commissioner Erwin, seconded by Commissioner Schaefer, accepting the probationary membership of Jennifer Davonski in the Department.  Approved 4-0 (Recused – Commissioner Davonski)

A motion was made by Commissioner Jackson, seconded by Commissioner Schaefer, acknowledging the withdrawal of Alexa Klink’s application from the Department.  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 41 checks totaling $170,882.43 and the Building & Grounds Fund consisting of 5 checks totaling $82,770.29 and to authorize the transfer of $200,000.00 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 Davonski, seconded by Commissioner Sacks, to adjourn the meeting.  Approved 5-0.

Submitted by
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                             Lorraine Gregory, Secretary