January 2021 Monthly Meeting Minutes

EAST QUOGUE FIRE DISTRICT

REGULAR MONTHLY MEETING

JANUARY 7, 2021

 

 

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, Michael Mattera, James Schaefer and Stephen Gregory, Chief Ted Jankowski, First Assistant Chief Paul Sulzinski, Second Assistant Chief Keith Phillips, Fire District Facilities Supervisor David Schaffauer (left 7:55 p.m.), First Responder Amit Patel (left 7:55 p.m.), Secretary Lorraine Gregory and Treasurer Colleen Pearsall.

 

 

FIRE DISTRICT FACILITIES SUPERVISOR REPORT

See attached report.

Purchase of APX and HT1250 batteries tabled pending exact amount and price.

Commissioner Jackson advised the Board that replacing the antenna, wire and connections will cost approximately $15,000.00.

After a brief discussion regarding the antenna’s signal strength, the Board decided to table the provisional installation of a pre-amplifier by Dennis Kentor.

Mr. Schaffauer advised the Board that Fluid Imagery is doing an upgrade of the computer system.

Mr. Schaffauer also advised the Board that 7-6-11 will be out-of-service for at least two weeks in mid-January so that a computer module can be replaced and the step repaired.

A motion was made by Commissioner Gregory, seconded by Commissioner Schaefer, authorizing the purchase and installation of a new water heater in the Main Firehouse from Arenz Heating and Air Conditioning, at a cost of $1,682.00. Approved 4-0.

A motion was made by Commissioner Jackson, seconded by Commissioner Gregory, authorizing the purchase of two (2) Cellular Modems for both ambulances, from Long Island Communications & Electronic Services, Inc., at a total cost of $3,554.00, not including a monthly fee of $40.00 to the cell phone service provider. Approved 4-0. (Note: Mr. Schaffauer will do the installation.)

ITEMS FOR DISCUSSION

No items for discussion.

EMS REPORT

See attached report.

STAFF REPORT

1. Noted.

EQUIPMENT AND SUPPLIES

                                                                                       

1. A motion was made by Commissioner Schaefer, seconded by Commissioner Mattera, authorizing the purchase of the medical supplies requested, at a total cost of $1,503.73 (Hammer Medical - $926.05, BoundTree - $172.23, Zoll Medical - $405.05). Approved 4-0.

Mr. Patel advised the Board that the COVID-19 supplies now “on hand” are adequate.

On behalf of Commissioner Holley, Commissioner Jackson advised the Board that, out of 55 active members, 29 have completed the COVID-19 form, 16 have not responded, 21 have received their first injection or, are on the schedule to be vaccinated, 8 have declined, 4 paid employees have been vaccinated and the Ladies Auxiliary are up to date.

MAINTENANCE REPORT

Work Order Report dated 12/1/20 to 12/31/20 was submitted to the Board.

CHIEF'S REPORT

See attached report.

REQUESTS

1. The Board agreed to install, on a trial basis, tablets in the Chief ‘s car and 7-6-80.

2. Mr. Schaffauer is in charge of this project.

3. Commissioner Jackson spoke with NDI regarding adding the COVID-19 antibody test to the yearly physical agenda. The test will cost $100.00 per member and NDI suggested that members protect themselves by getting the vaccine.

4. A motion was made by Commissioner Jackson, seconded by Commissioner Schaefer, authorizing the Department’s use of the “When To Work” Computer Program for setting up the squad duty schedule, at a cost of $350.00 for 30-60 members. Approved 4-0. (Note: The program administrator will not be a Chief.)

5. Commissioner Gregory handled.

6. Department members will be notified.

ITEMS FOR DISCUSSION

1. Commissioner Jackson had previously discussed the radio grant with Commission Holley and they both agreed that the system we now have with Hampton Bays dispatching is working very well. If the County continues to be the only function that sends automatic alarms to us, we don’t need a lot of radios to communicate with them. Tabled at this time. The Chief suggested that the Board consider radios for the Chiefs’ cars only.

2. Mr. Schaffauer will be asked to handle.

Commissioner Schaefer advised the Chiefs that physicals will be held on February 13 and March 8, 2021. The sign up sheet has 5 different time slots with 10 members in each slot. There is a total of 90 time slots available for 55 Department members.

ATTORNEY DISCUSSION

Mr. Glass not in attendance.

MINUTES

A motion was made by Commissioner Jackson, seconded by Commissioner Schaefer, accepting the Minutes of the December 30, 2020 Year End - Special Meeting. Approved 4-0.

TREASURER'S REPORT

Mrs. Pearsall presented the proposal from Jones, Little & Co. for the 2020 audit, for an amount not to exceed $8,100.00.

A motion was made by Commissioner Schaefer, seconded by Commissioner Gregory, accepting the proposal from Jones, Little & Co. for the 2020 audit, for an amount not to exceed $8,100.00. Approved 4-0.

Mrs. Pearsall advised the Board that a check was received from the Town of Southampton, in the amount of $408,049.43, for the 2021 budget.

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

ABSTRACT OF BILLS

A motion was made by Commissioner Mattera, seconded by Commissioner Jackson, approving the Abstract of Bills for the General Fund consisting of 20 checks totaling $25,588.49 and to authorize the transfer of $60,000.00 from the Money Market to the Checking Account. Approved 4-0.

COMMUNICATIONS AND CORRESPONDENCE

None.

OLD BUSINESS

Commissioner Jackson advised the Board that he spoke with Mr. Glass and Alex Gregor regarding the removal of the “Hero” sign at Sunset Avenue/ Montauk Highway. The Board decided not to pursue this further and to re-install the sign closer to the Quogue borderline.

Commissioner Jackson advised Araiys Design that the Board would like to downscale the memorial design.

After a brief discussion, the Board decided to terminate the Monthly Maintenance Contract with Integrated Wireless Technologies, LLC. The Secretary will forward a letter of termination. The Board then agreed to accept the proposal from Long Island Telecommunications & Electronic Services, Inc.

A motion was made by Commissioner Gregory, seconded by Commissioner Jackson, accepting the Communications Preventative Maintenance Agreement from Long Island Telecommunications & Electronic Services, Inc., effective January 2021 through December 31, 2021, in the amount of $3,600.00, not including Non-Maintenance Work and After Hours Emergencies and additional billing. Approved 4-0.

Commissioner Jackson advised the Chiefs that the Board is considering the purchase of 12 acres of land on Lewis Road/Old Country Road for the future possibility of building a new firehouse and helicopter pad. The Board would like to inform the Department members and community organizations, in writing, of the plans and, eventually, hold a public hearing.

After a brief discussion regarding sick time for the full time and part time staff (excluding the Secretary and Treasurer) a resolution was drawn up and states as follows:

2021-15. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve the following regarding sick time for part time First Responders Working Set Shifts and Custodial Staff:

Part Time First Responders Working Set Shifts

Sick time will consist of up to four (4) eight (8) hour shifts per year.

If going sick, staff is required to call in and notify Supervisor prior to shift.

Unused sick time will be paid at the end of the year at a rate of one half (1/2) the hours remaining.

Sick time will not carryover.

Proof of illness not required.

Abuse of the policy will cause the policy to be rescinded.

The Board will evaluate the policy each year as to whether it should be continued or terminated.

Park Time Custodial Staff

Sick time will consist of up to four (4) five (5) hour shifts per year.

If going sick, staff is required to call in and notify Supervisor prior to shift.

Unused sick time will be paid at the end of the year at a rate of one half (1/2) the hours remaining.

Sick time will not carryover.

Proof of illness not required.

Abuse of the policy will cause the policy to be rescinded.

The Board will evaluate the policy each year as to whether it should be continued or terminated.

A motion was made by Commissioner Jackson, seconded by Commissioner Schaefer, accepting adoption of Resolution 2021-15. Approved 4-0.

After a brief discussion regarding LOSAP points during the COVID-19 shut down, a resolution was drawn up and states as follows:

2021-16. WHEREAS, the Fire District is the sponsor of a Length of Service Award Program (LOSAP) on behalf of the East Quogue Fire Department (Fire Department) in accordance with Article 11-A of the New York State General Municipal Law (GML); and

WHEREAS, during the COVID-19 pandemic and in response to the Governor’s Executive Order 202 of 2020, the Fire Department modified its emergency response protocols and cancelled many events during the period March 1, 2020 to May 31, 2020 (Period); and

WHEREAS, as a result of these modifications and cancellations, active volunteer firefighters will have fewer opportunities to earn points during calendar year 2020, making it more difficult to earn the required 50 points to earn the LOSAP benefit for calendar year 2020; and

WHEREAS, the GML has been amended to add § 217(p), which allows the Board of Fire Commissioners (Board) to award up to five (5) points per month during the Period, with a pro-rated amount awarded for a partial month, by resolution of the Board; and

WHEREAS, the § 217(p) requires the Board to adopt said resolution by April 30, 2021; and

WHEREAS, the Fire Department has provided the Board with documentation regarding the events that were cancelled and how response protocols were changed during the Period; and

WHEREAS, the Board has considered these factors and how they will impact active volunteer firefighters from earning 50 points in calendar year 2020; and

WHEREAS, the Board has determined it appropriate and necessary to award points for the Period; NOW, THEREFORE BE IT

            RESOLVED, that the Board of Fire Commissioners approves the granting of four (4) points for each complete month of the Period, pro-rated for any partial months; and be it further

RESOLVED, that based on the Period and the necessary pro-ration for the partial months, each active volunteer firefighter is to be awarded a total of four (4) points in 2020 in addition to any points earned by the active volunteer firefighter during calendar year 2020; and be it further

            RESOLVED, that the Board may modify this resolution by April 30, 2021 in the event that additional information is provided that would lead the Board to determine that additional points for the Period should be awarded.

Commissioner Mattera raised the motion to approve, Commissioner Gregory seconded the motion, and upon roll call the vote of the Board was as follows:

Commissioner Allyn Jackson                        Aye

Commissioner James Schaffer                      Aye

Commissioner Stephen Gregory                   Aye

Commissioner Michael Mattera                   Aye

Commissioner Robert Holley                       Absent

The resolution was thereupon declared duly adopted.  

Dated: January 7, 2021

NEW BUSINESS

A workshop was scheduled for Thursday, January 28, at 7:30 p.m.

At 8:55 p.m., there being no further business, a motion was made by Commissioner Mattera, seconded by Commissioner Gregory, to adjourn the meeting. Approved 4-0.

Submitted by

                                                                                                                                                                                                                                                                                                                                                                                                                                                                       Lorraine Gregory, Secretary