July's Meeting Minutes 2017

EAST QUOGUE FIRE DISTRICT

REGULAR MONTHLY MEETING

JULY 6, 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  Allyn Jackson, James Schaefer, Aaron Sacks, Jonathan Erwin and Jennifer Davonski, Chief Scott Davonski, 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.

ITEMS FOR DISCUSSION

No discussion.

EMS REPORT

See attached report.

STAFF REPORT

1. Noted.

2. 2017-25.  The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to accept the resignation of Alex Mullins and to remove him from the On Call First Responder Rolls.

            A motion was made by Commissioner Davonski, seconded by Commissioner Erwin, accepting adoption of Resolution 2017-25.  Approved 5-0.

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 total cost of $862.64 (BoundTree Medical - $189.92, Moore Medical - $53.97, Zoll Medical - $618.75).  Approved 5-0.

2. Noted.

3. Commissioner Sacks stated that there was membership concern regarding transporting to hospitals outside the local area.  Responding members are tied up for hours on calls involving out of area transports.

Mr. Patel left the meeting at 9:30 p.m.

MAINTENANCE REPORT

Commissioner Sacks advised the Board that the boat is in need of repair and that he is waiting for a response from a vendor.

CHIEF'S REPORT

See attached report.

REQUESTS

Request 1.  -  A motion was made by Commissioner Schaefer, seconded by Commissioner Sacks, authorizing up to six members to attend the Firehouse Expo, in Nashville, Tennessee, October 17-21, 2017, at an estimated cost of $3,000.00 per member to be paid from the Firefighter Training Account.  Approved 5-0.  (Note:  Commissioner Erwin and Firefighter Faith Erwin will be going and the Chief will check further with the membership.)

Ms. Knotoff reminded the Board that the budget hearing is scheduled for October 17, 2017 and, as stated in the June/July 2017 edition of “Fire District Affairs” (copy attached), a quorum of the Board should be in attendance.

Request 2.  -  Tabled.

ITEMS FOR DISCUSSION

1. Commissioner Sacks advised the Board that a dedicated computer was needed to handle the key fob system.  A motion was made by Commissioner Jackson, seconded by Commissioner Sacks, approving the purchase of a dedicated computer for the key fob system, at a cost not to exceed $1,400.00.  Approved 5-0.

2. A motion was made by Commissioner Jackson, seconded by Commissioner Sacks, approving that a letter be sent to the Town by Commissioner Jackson supporting the Chief’s request for a medevac landing zone at the former Turtle Bay property.  Approved 5-0.

3. Commissioner Sacks advised the Chief that progress is being made with the final items needed for the Firemen’s Room.  Commissioner Jackson advised the Chief that the Department will be responsible for the cost of some of the items.

4. Tabled.  Ms. Knotoff will contact Mr. Marmorale for information and the dollar amount.  A question arose regarding whether or not to consider additional money for LOSAP 2 to be considered in the 2018 budget.  Ms. Knotoff stated that we cannot figure the money into the budget when the item has not yet been put to a vote and the vote won’t be held until December 2017, if the Board decides to pursue this.

5. Commissioner Jackson stated that the District should be responsible for some of the expenses incurred for the 100^th Anniversary celebration.

6. The Chief advised the Board of the following (names withheld):

One member changed his classification;

One member cannot get cleared by his own doctor and is out on medical leave with    Class C status;

Two members suspended for not taking their physical – One of the members did take their physical and is off suspension; and

                        One made an Honorary Life Member.

ATTORNEY DISCUSSION

Mr. Glass was not in attendance.

MINUTES

A motion was made by Commissioner Schaefer, seconded by Commissioner Davonski, accepting the Minutes of the June 1, 2017 Regular Monthly Meeting.  Approved 4-0.  Abstain 1.  (Commissioner Erwin was not in attendance at the June 1, 2017 meeting.)

With regard to the May 4, 2017 Minutes, the Board had previously approved the Minutes.  After the fact, the Secretary realized that the motion made regarding the NDI wording was a policy change and should have been a resolution.  Therefore, the motion was changed to Resolution 2017-20 with the Board’s approval of the wording.  Commissioner Sacks will revise the Policy and Procedures Manual.

TREASURER'S REPORT

The following motions were made after the fact:

A motion was made by Commissioner Davonski, seconded by Commissioner Erwin, authorizing the purchase and installation of new emergency lights on the new Ford Passenger Van, at a cost of $4,893.00.  Approved 5-0.

A motion was made by Commissioner Sacks, seconded by Commissioner Davonski, authorizing payment for the new Ford Passenger Van, at a cost of $40,058.00.  Approved 5-0.

A motion was made by Commissioner Sacks, seconded by Commissioner Schaefer, authorizing Commissioner Sacks and Truck Committee members Ken Rousell and Anthony Danowski to travel to Wisconsin to inspect the new pumper, at a total cost of $2,378.30 (Transportation to/from Airport $150.00, Hotel - $397.80, Meals - $576.00, Airfare - $1,220.88, Cab Fare - $33.62).  Approved 5-0.

Ms. Knotoff advised the Board that expenditures must be approved by the Board before the money is spent, not after the fact.  The above three expenditures were not previously approved by the Board.

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

2017-26.  The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to transfer the sum of $35,000.00 from the Money Market Account to the Checking Account to pay for the new van.

2017-27.  The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to transfer the sum of $10,000.00 from VFBL – 640-001 to Repairs to Firematic Equipment – 200-001.

2017-28.  The Board of Fire Commissioners of the East Quogue Fire District hereby resolves to transfer the sum of $5,000.00 from Firematic Maintenance/Supplies – 230-001 to Repairs to Firematic Equipment – 200-001.

A motion was made by Commissioner Sacks, seconded by Commissioner Davonski, approving adoption of Resolutions 2017-26, 2017-27 and 2017-28.  Approved 5-0.

Ms. Knotoff advised the Board that there was a correction to the Firematic Purchase Order for the CO2 Meter.  The total cost was $235.00, not $100.00 as previously approved.  The cost of the item was more than anticipated and there were also shipping charges.

A motion was made by Commissioner Schaefer, seconded by Commissioner Sacks, approving the additional cost of $135.00 in regard to the purchase of the CO2 Meter from Firematic.  Approved 5-0.

The Budget Workshop was scheduled for July 26, 2017 at 7:30 p.m.

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 a letter from the East Quogue Fire Department regarding the request of Mark Ryckman to become an Honorary Life Member, a letter from the Department regarding the probationary membership of Danielle Tasso, a letter from the Town of Southampton regarding East Quogue Development, LLC, Subdivision,

a letter from the Town of Southampton regarding the Monteverdi Subdivision and a letter from Mark D. Gregory requesting the Board to explain their findings in his personnel file (to be discussed in Executive Session).  The Secretary advised the Board that FOIL requests were received from Gemini Investigation Services and from Mark D. Gregory.

OLD BUSINESS

Commissioner Sacks presented a proposal from Arenz Heating & Air Conditioning for a heating and air conditioning system in the EMS Room and Radio Room.  A motion was made by Commissioner Davonski, seconded by Commissioner Erwin, accepting the proposal from Arenz for the installation of a dual zone heat pump and outdoor AC unit for the EMS Room and the Radio Room, at a total cost of $8,874.00.  Approved 5-0.

A motion was made by Commissioner Sacks, seconded by Commissioner Schaefer, authorizing the expenditure of up to $2,000.00 for the construction of a platform (labor only) and installation of a generator shield (Norske, Inc. - platform labor - $1,500.00, Celi Electric - Generac 7080 Display Shell - $393.45).  Approved 5-0.

Commissioner Sacks presented 13 pages of additions/deletions regarding the new pumper.  The additions/deletions amount to an additional $19,349.70 which Commissioner Jackson calculates is approximately 3+% over the original cost.  Two items could be deleted - the LED map light display ($1,699.00) and light strips down both sides of the cabin ($1,800.00).  Commissioner Erwin stated that the Board agreed on a stock item from a cooperative bid service and now three people have decided on items that is now making the truck a custom item.  His question - How far can we go with spec changes before Pierce or another supplier finds out what changes have been made to the stock vehicle?  Commissioner Jackson will contact Mr. Glass regarding the 3+% overage.

A motion was made by Commissioner Sacks, seconded by Commissioner Schaefer, approving the additions/deletions for the new pumper, pending the recommendation of the District’s attorney, William Glass.  Approved 5-0.

NEW BUSINESS

Commissioner Davonski advised the Board that it should consider hiring another full time First Responder and that this hiring would have an impact on the 2018 budget.

The Board reviewed the Monteverdi Subdivision and had no recommendations to make at this time.  With regard to the East Quogue Development Subdivision, Commissioner Jackson preferred to hold the response until a future date.  The Secretary reminded him that the letter was received prior to the July meeting and should be addressed.  The response deadline is July 13, 2017 and the Board must respond in a timely manner.  If the Board did not respond by the 13th, it would have no right to protest items that it did not agree with.  After review of the site plan, the Board had no recommendations to make at this time.  The Secretary will respond to both Subdivision letters with the usual letter enclosing the District’s List of General Requirements.

A motion was made by Commissioner Sacks, seconded by Commissioner Davonski, regarding the membership of Danielle Tasso into the Department.  Approved 2-3.

Commissioner Jackson – Nay

Commissioner Sacks - Yay

Commissioner Schaefer – Nay

Commissioner Davonski - Yay

Commissioner Erwin - Nay

Commissioner Jackson will discuss this with Mr. Glass regarding the letter of response to the Department and Danielle Tasso.

A motion was made by Commissioner Davonski, seconded by Commissioner Sacks, tabling the decision on Danielle Tasso, pending advice from Mr. Glass.  Approved 5-0.

ABSTRACT OF BILLS

A motion was made by Commissioner Schaefer, seconded by Commissioner Jackson, approving the Abstract of Bills for the General Fund consisting of 36 checks totaling $55,116.40 and the Apparatus Fund consisting of 3 checks totaling $1,532.28 and to authorize the transfer of $75,000.00 from the Money Market to the Checking Account.  Approved 5-0.

At 9:30 p.m., a motion was made by Commissioner Schaefer, seconded by Commissioner Sacks, calling the meeting into Executive Session to discuss disciplinary matters.  Approved 5-0.

At this point, Mr. Patel, First Assistant Chief Scott Flynn and Second Assistant Chief left the meeting room.  Ms. Knotoff and Mrs. Gregory were instructed by Commissioner Jackson to go home.

Submitted by
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                             Lorraine Gregory, Secretary