July 2019 Meeting Minutes

EAST QUOGUE FIRE DISTRICT

REGULAR MONTHLY MEETING

JULY 9, 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 7:35 p.m. Present were Commissioners Allyn Jackson, James Schaefer and Stephen Gregory, Second Assistant Chief Ted Jankowski, First Responder Amit Patel (left at 8:30 p.m.), Firehouse Attendant David Schaffauer (left 8:05 p.m.), Acting Treasurer Colleen Pearsall and Secretary Lorraine Gregory.

FIREHOUSE ATTENDANT REPORT

See attached report.

ITEMS FOR DISCUSSION

1. Permission given for purchase of new paper towel machine for Station 2.

2. Note: As of July 15, 2019, Pine Edge had not submitted a proposal addressing the problem with the two 9/11 trees. On July 14, 2019, Steve Cea, a member of the Department and a horticulturist, re-staked the trees with bamboo stakes and watered them very well. According to him, the issue with the trees is that they were lacking water and suggested a daily watering.

Mr. Schaffauer advised the Board that he will be replacing the moldy ceiling tiles in the Chiefs’ Office.

EMS REPORT

See attached report.

STAFF REPORT

1. Noted.

2. A motion was made by Commissioner Schaefer, seconded by Commissioner Gregory, to remove Nicholas Knoebal from the On Call First Responder Rolls, effective immediately, and to notify him in writing. Approved 3-0. (Note: Mr. Patel will make the notification.)

EQUIPMENT AND SUPPLIES

1. A motion was made by Commissioner Schaefer, seconded by Commissioner Gregory, authorizing the purchase of the medical supplies requested, at a total cost of $1,772.40 (Bound Tree – 1,359.20, Hammer Medical - $413.20). Approved 3-0.

2. A motion was made by Commissioner Schaefer, seconded by Commissioner Gregory, authorizing the purchase of three (3) file cabinets for the EMS Room from Staples, at an approximate cost of $769.57. Approved 3-0.

3. A motion was made by Commissioner Gregory, seconded by Commissioner Schaefer, authorizing the purchase of one (1) Maglite for 7-6-80 from Amazon, at a cost of $84.06. Approved 3-0.

MAINTENANCE REPORT

Work Order Report dated 6/6/19 to 7/9/19 was submitted to the Board.

In addition to the written report:

1. Fully Involved will be coming out to take care of the minor issues on 7-6-1 that are not part of the warranty.

2. The winch on 7-6-2 needs to be cleaned or replaced.

3. Preventive Maintenance on 7-6-7 has been completed.

Mr. Schaffauer advised the Board that Michael’s in Riverhead quoted a price of approximately $800.00 to frame the maps at Station 2. Permission was given for Mr. Schaffauer to mount the maps on plywood and then cover them with Plexiglas which would be less expensive.

CHIEF'S REPORT

See attached report.

REQUESTS

Request 1. - A motion was made by Commissioner Schaefer, seconded by Commissioner Gregory, authorizing the purchase of two (2) 60 Minute Scott Cylinders, Air Tools and Bags from South Shore, at an approximate cost of $2,370.00. Approved 3-0.

Request 2. - A motion was made by Commissioner Gregory, seconded by Commissioner Schaefer, authorizing the purchase of one (1) ½” to 1” Reducer from Firematic, at an approximate cost of $17.99. Approved 3-0.

Request 3. - A motion was made by Commissioner Schaefer, seconded by Commissioner Gregory, authorizing the purchase of one (1) 1” Nozzle from Firematic, at an approximate cost of $367.20. Approved 3-0.

Request 4. - A motion was made by Commissioner Schaefer, seconded by Commissioner Gregory, granting permission for Bill Potter to use the Meeting Room on August 17, 2019 for an engagement party. Approved 3-0.

ITEMS FOR DISCUSSION

1. To be discussed at the July Workshop.

2. A meeting will be scheduled with Red Alert. (Note: Conference call scheduled for Wednesday, July 17, 2019 at 1:00 p.m. between Commissioner Gregory, Second Assistant Chief Jankowski and Red Alert.)

3. Commissioner Jankowski will design the box and then meet with the vendor.

4. The Department By-Law change regarding the Class C+ classification will be brought up again at the Department meeting in August and voted on in September.

5. Commissioner Gregory will present Second Assistant Chief Jankowski’s alarm workup (last three years) to the Hampton Bays Fire District Board of Fire Commissioners so that they can come up with a cost calculation for their dispatchers dispatching the East Quogue Fire District’s alarms.

6. Second Assistant Chief Jankowski has been reviewing membership drive signs used by other Fire Districts.

ATTORNEY DISCUSSION

Mr. Glass not in attendance.

Commissioner Jackson spoke with Mr. Glass regarding the warranty on 7-6-1. Mr. Glass will review the paperwork and forward a letter to RVI/Seagrave.

Commissioner Jackson requested the Secretary to start a Warranty Log Book. Commissioner Gregory will work with her on this project.

MINUTES

A motion was made by Commissioner Schaefer, seconded by Commissioner Gregory, accepting the Minutes of the June 6, 2019 Regular Monthly Meeting. Approved 3-0.

TREASURER'S REPORT

Mrs. Pearsall advised the Board that the Final Audit Report must be forwarded to the State Comptroller and the Town Clerk ASAP.

A motion was made by Commissioner Schaefer, seconded by Commissioner Gregory, 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 LIPA Payments in Lieu of Taxes 2018-2019, a thank you from the Suffolk County Fire District Officers Association for the District’s hosting of the May 16, 2019 meeting and a letter from the Town of Southampton regarding the Monteverdi-Lot Line Modification.

OLD BUSINESS

Commissioner Jackson advised the Board of the following:

1. Quinlan Electric will be doing the work on the cooler by the end of next week. An electronic lock will be installed to limit key fob access. The old cooler will be cut up for scrap and the compressor parts might be able to be used, or it can be sold.

2. The roof repairs have been completed. There is a one year warranty on the patches and a three year warranty on the new section (membrane and seals).

3. The Bay Constable is interested in the Zodiac boat if the District is willing to donate it. The Board prefers to sell the boat rather than donate it.

4. In the process of getting prices for the EMS Room counter top and floor.

5. Need to get an architect to draw up plans for a metal storage building at Station 2. The District would be exempt from some of the Town codes. Commissioner Schaefer will contact the Westhampton Beach Fire District for information on the architect that they used for their new building.

6. Electronic sign is not a priority right now.

Commissioner Gregory advised the Board that the siren project is underway and that it should take about two months to complete. He will contact Sullivan Electric for the electrical work needed.

Commissioner Schaefer suggested getting rid of the excess building materials left over from the Firemen’s Room renovation.

NEW BUSINESS

Commissioner Jackson advised the Board that the Inspection Dinner for 2020 is scheduled for April 11 at the Suffolk Theater in Riverhead. The cost is $97.00 per person which includes all service charges and tips (20%). The cost does not include alcohol ($8,400.00 open bar). There is a 150 person minimum which equals $14,550.00. There is also an optional entertainment production fee of $2,000.00 and, since it is the 100^th Anniversary of the Department, we may choose to have photos, video and other memorabilia on view on a stage screen. The 2020 cost is close to the 2019 budget. Mr. Glass advised Commissioner Jackson that the NYS Comptroller has stated that the District may pay for a portion of the alcohol bill, or all of it, since it is associated with an Annual Dinner. Mr. Glass advised that, prior to the event, the Annual Inspection Dinner Policy should be updated regarding the alcohol. Mr. Glass also advised that a deposit may be given in advance and the bill paid in full 10 days prior.

A motion was made by Commissioner Schaefer, seconded by Commissioner Gregory, authorizing that the District contract with the Suffolk Theater in Riverhead for the April 11, 2010 Annual Inspection Dinner with a minimum attendance of 150 persons, at a cost of $97.00 per person (not including the cost of alcohol) and that a $4,000.00 deposit be given to Suffolk Theater at this time. Approved 3-0.

At the request of Commissioner Schaefer, a motion was made by Commissioner Jackson, seconded by Commissioner Gregory, authorizing the purchase of Heart Saver CPR material for the Ladies Auxiliary training program on July 25, 2019, at a cost not to exceed $500.00. Approved 3-0.

Commissioner Jackson reminded the Board that the LOSAP Program issue needs to be further explained to the Department members and that he is willing to address the Department at an upcoming meeting.

ABSTRACT OF BILLS

A motion was made by Commissioner Gregory, seconded by Commissioner Schaefer, approving the June Abstract of Bills for the General Fund consisting of 44 checks totaling $55,074.55. Approved 3-0. (Note: The June Abstract of Bills was not available for the meeting. However, a transfer of $100,000.00 was approved at the June 6, 2019 meeting.)

A motion was made by Commissioner Gregory, seconded by Commissioner Schaefer, approving the July Abstract of Bills for the General Fund consisting of 33 checks totaling $103,950.75 and to authorize the transfer of $100,000.00 from the Money Market to the Checking Account. Approved 3-0.

At 9:20 p.m., there being no further business, a motion was made by Commissioner Gregory, seconded by Commissioner Schaefer, to adjourn the meeting. Approved 3-0.

Submitted by
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                   Lorraine Gregory, Secretary