March Meeting Minutes

EAST QUOGUE FIRE DISTRICT

REGULAR MONTHLY MEETING

MARCH 1, 2018

 

The Regular Monthly Meeting of the Board of Fire Commissioners of the East Quogue Fire District was called to order by Chairman Aaron Sacks at 7:30 p.m. Present were Commissioners Aaron Sacks, Allyn Jackson, James Schaefer, Jennifer Davonski and Michael Mattera, First Assistant Chief Scott Flynn, Firehouse Attendant David Schaffauer (left at 7:50 p.m.), First Responder Amit Patel (left at 8:20 p.m.), Treasurer Nancy Knotoff and Secretary Lorraine Gregory.

FIREHOUSE ATTENDANT REPORT

See attached report.

ITEMS FOR DISCUSSION

1. 1. Mr. Schaffauer will get a price for Halogen light heads.

EMS REPORT

See attached report.

STAFF REPORT

Noted.

EQUIPMENT AND SUPPLIES

1. 1. A motion was made by Commissioner Davonski, seconded by Commissioner Jackson, authorizing the purchase of the medical supplies requested, at a total cost of $4,117.16 (Hammer Medical - $108.50, Moore Medical - $219.83, AmbuPro - $3,590.00, Zoll Medical - $198.83). Approved 5-0.

2. 2. A motion was made by Commissioner Davonski, seconded by Commissioner Mattera, authorizing the renewal of the AmbuPro ePCR Software, at a cost of $3,450.00 and the AmbuPro eFax License Annual Fee, at a cost of $140.00. Approved 5-0.

MAINTENANCE REPORT

Work Order Report dated 2/1/18 to 3/1/18 was submitted to the Board.

Commissioner Jackson advised the Board that, in order to repair the Brush Truck leaks, parts had to be ordered from Memphis.

CHIEF'S REPORT

See attached report.

REQUESTS

Request 1. - A motion was made by Commissioner Jackson, seconded by Commissioner Schaefer, authorizing the purchase of “Officers’ Tools” for 7-6-1 from Coastal Fire Systems, at an approximate cost of $243.75. Approved 5-0.

Request 2. - Tabled.

ITEMS FOR DISCUSSION

1. 1. A motion was made by Commissioner Schaefer, seconded by Commissioner Mattera, granting permission for the Meeting Room to be used for Comedy Night, Saturday April 7, 2018, with an alcohol permit. Approved 5-0.

2. 2. A motion was made by Commissioner Jackson, seconded by Commissioner Mattera, granting permission for Captain Mendenhall to use 7-6-6 for the NYS Fire Chaplains Association Meeting in Nassau County, April 15-18, 2018, and to also utilize the vehicle as a shuttle for the event. Approved 5-0.

3. 3. A motion was made by Commissioner Sacks, seconded by Commissioner Davonski, authorizing the budget of $23,500.00 for the Annual Inspection Dinner which includes a member/guest limitation of 140 persons, a meal cost ranging from $120.00 to $138.00 per person (together with full documentation) and the gifts. Approved 5-0. (Note: The band will be paid for by the Department and then vouchered to the District as long as the cost is within the $23,500.00 budget.)

4. 4. To be discussed under Old Business.

5. 5. Commissioner Davonski presented the following proposals for a Stryker Powerload:

                        a.) Hendrickson - $29,723.00

                        b.) Specialty Vehicles - $29,098.00

                        c.) Stryker - $29,366.55

            Given the cost of the item, it will have to be put out to bid and a Permissive Referendum will be required. A resolution was drawn up and states as follows:

2018-20. BE IT RESOLVED, pursuant to the provisions of the General Municipal Law and the Town Law of the State of New York, that a sum not to exceed $30,000.00 be expended from the Apparatus Reserve Fund of said Fire District for the purchase and installation of one (1) Stryker Power Load including Powerload Compatability Upgrade Kits and ProCare Upgrade of Existing Cots, and be it

            FURTHER RESOLVED, that this resolution is adopted subject to a permissive referendum as provided in the General Municipal Law of the State of New York, and be it

            FURTHER RESOLVED, that the Secretary of the Fire District shall, within ten working days of the adoption of this resolution, publish a notice within the official newspaper of the Fire District setting forth the date of the adoption of the resolution and an abstract of the resolution concisely stating the purpose and effect thereof and that the resolution was adopted subject to a permissive referendum.

A motion was made by Commissioner Schaefer, seconded by Commissioner Davonski, approving adoption of Resolution 2018-20. Approved 5-0.

6. 6. Progress.

7. 7. To be discussed in Executive Session.

At 8:20 p.m., a motion was made by Commissioner Schaefer, seconded by Commissioner Jackson, calling the meeting into Executive Session to discuss the recent MVA and the driving privileges of the member involved. Approved 5-0.

At 8:30 p.m., a motion was made by Commissioner Schaefer, seconded by Commissioner Sacks, calling the meeting out of Executive Session. Approved 5-0.

Commissioner Schaefer stated that, after hearing what had happened at the scene, the member should be allowed to resume his driving privileges and that he be made more familiar with the vehicle.

ATTORNEY DISCUSSION

Mr. Glass not in attendance.

Commissioner Jackson advised the Board that Mr. Glass is still delving into the Civil Service issue and that Mr. Glass has had no contact with the attorney handling the sale of the Montauk Highway property adjacent to the Main Firehouse.

MINUTES

A motion was made by Commissioner Jackson, seconded by Commissioner Schaefer, accepting the Minutes of the February 1, 2018 Bid Opening – 2006 Ford E350 Van, the February 1, 2018 Minutes of the Bid Opening – 1998 Seagrave Pumper and the February 1, 2018 Regular Monthly Meeting. Approved 5-0.

TREASURER'S REPORT

Ms. Knotoff advised the Board that the Auditor’s Report had been filed with the State.

A motion was made by Commissioner Davonski, seconded by Commissioner Jackson, 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 SCWA regarding the addition of six hydrants to the District’s hydrant rental bill, a memo from Suffolk County Fire Rescue regarding UHF Paging and a letter from the East Quogue Fire Department regarding the reinstatement of William Gladding as a probationary member.

OLD BUSINESS

A motion was made by Commissioner Jackson, seconded by Commissioner Mattera, granting permission for the Cub Scouts to use the Meeting Room on the evening of May 19, 2018 for the Blue Gold Dinner. Approved 5-0. (Note: No room rental fee. A $100.00 security deposit and Certificate of Insurance will be required.)

Commissioner Jackson advised the Board that Mr. Schaffauer had completed the Annual Report of Alarms. The report will be presented to the Board next month.

Commissioner Jackson also advised the Board that he and Mr. Schaffauer had inspected the electronics storage closet and it needs to be cleaned out. Commissioner Jackson suggested setting up a meeting with Greg Celi and department members who might be involved in using the electronics system and to have Greg Celi instruct all on the proper use of the system .

Commissioner Sacks advised the Board that he expects 7-6-1 to be put into service this week.

A motion was made by Commissioner Sacks, seconded by Commissioner Jackson, authorizing the purchase of two (2) Low Slant 30 Degree Hurst Tool Brackets (SP555E2 and S700E2), at a cost of $528.00. Approved 5-0.

On the advice of Mr. Glass, the following Privacy Breach Notification Policy was adopted:

2018-21. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to adopt the following Privacy Breach Notification Policy:

Purpose: It is the intention of this policy to provide for the notification of New York residents whose computerized private information may have been compromised by electronic or other means. It is further intended to conform with the laws, rules, and regulations of New York State, particularly § 208 of the New York State Technology Law.

Authority: This Policy is adopted by the Board of Fire Commissioners of the East Quogue Fire District pursuant to its authority under New York State law.

Section 208 (8) of the New York Technology Law requires all “state entities” (including Fire Districts) to adopt and have in place a notification policy in case of the breach of private information.

Procedure: The Officers and employees of the East Quogue Fire District as well as all Department Officers and members shall carry out and obey all provisions of this Policy.

General Policy Statement and Definitions

Pursuant to New York State Technology Law § 208, notification is required to be given to certain individuals when there is a “breach of the security of the system” as it relates to “private information.” “Breach of the security of the system” is generally defined as meaning unauthorized acquisition of computer data which compromises the security, confidentiality, or integrity of personal information maintained by the entity. “Private information” is defined as personal information in combination with any one or more of the following data elements, when either the personal information or the data element is not encrypted or encrypted with an encryption key that has also been acquired: (1) social security number; (2) driver’s license number or non-driver identification card number; or (3) account number, credit or debit card number, in combination with any required security code, access code, or password which would permit access to an individual’s financial account.

Operation of Policy

The Fire District shall disclose to any resident of New York State any breach of the security of computerized data that includes private information from its computer system following discovery or notification of the breach.

This duty to disclose shall arise if such private information was, or is reasonably believed to have been, acquired by a person without valid authorization.

The disclosure shall be made in the most expedient time possible and without unreasonable delay, subject to the legitimate needs of law enforcement, or any measures necessary to determine the scope of the breach and restore the reasonable integrity of the data system. The notification required by this policy may be delayed if a law enforcement agency determines that such notification impedes a criminal investigation. The notification required by this section shall be made after such law enforcement agency determines that such notification does not compromise such investigation.

The Fire District shall consult with the New York State Office of Information Technology services to determine the scope of the breach and restoration measures.    

In the event that the Fire District maintains computerized data that includes private information which the District does not own, the District shall notify the owner or licensee of the information of any breach of the security of the system immediately following discovery, if the private information was, or is reasonably believed to have been, acquired by a person without valid authorization.    

The notice required by this policy shall be directly provided to the affected persons by one of the following methods: (a) written notice; (b) electronic notice, provided that the person to whom notice is required has expressly consented to receiving said notice in electronic form and a log of each such notification is kept by the Fire District; provided further, however, that in no case shall any person or business require a person to consent to accepting said notice in said form as a condition of establishing any business relationship or engaging in any transaction; (c) telephone notification provided that a log of each such notification is kept by the Fire District; or (d) Substitute notice, if the Fire District demonstrates to the State Attorney General that the cost of providing notice would exceed two hundred fifty thousand dollars, or that the affected class of subject persons to be notified exceeds five hundred thousand, or the District does not have sufficient contact information. Substitute notice shall consist of all of the following: (1) e-mail notice when the District has an e-mail address for the subject persons; (2) conspicuous posting of the notice on the Fire District’s web site page, if one is maintained; and (3) notification to major statewide media.    

Regardless of the method by which notice is provided, such notice shall include contact information for the Fire District making the notification and a description of the categories of information that were, or are reasonably believed to have been, acquired by a person without valid authorization, including specification of which of the elements of personal information and private information were, or are reasonably believed to have been, so acquired. A sample form notice is annexed hereto as Appendix A.

In the event that any New York residents are to be notified pursuant to this policy, the Fire District shall notify the State Attorney General, the Department of State and the State Office of Information Technology Services as to the timing, content and distribution of the notices and approximate number of affected persons. Such notice shall be made without delaying notice to affected New York residents.

In the event that more than five thousand New York residents are to be notified at one time, the Fire District shall also notify consumer reporting agencies as to the timing, content and distribution of the notices and approximate number of affected persons. Such notice shall be made without delaying notice to affected New York residents.

Appendix A

Sample Breach Notification Letter

[Date]

Dear [Name]

The East Quogue Fire District takes seriously its responsibility to protect information about the individuals it serves. I am writing to inform you of a concern regarding possible unauthorized access of your private information.

On [date], the Fire District discovered that [description of the issue/what occurred]. The records included [description of data].

We have determined that your data could have been viewed by an unauthorized person.

The [description of issue] was immediately corrected upon discovery.

We recommend that you take precautionary measures to protect yourself, such as accessing and monitoring your personal credit reports. Under federal law, you have the right to receive, at your request, a free copy of your credit report every 12 months from each of the three consumer credit reporting companies. A credit report can provide information regarding those who have received information about your credit history within a certain period of time. You may request a free credit report online at www.annualcreditreport.com or by telephone at 1-877-322-8228. When you receive your credit reports, check for any transactions or accounts that you do not recognize. If

you see anything you do not understand, call the telephone number listed on the credit report or visit the Federal Trade Commission’s Web site on identity theft at http://www.consumer.gov/idtheft/.

The East Quogue Fire District deeply regrets that this occurred and apologizes for any uneasiness and inconvenience this may cause you. If you have any questions, please contact [name, address, email, phone].

Yours truly,

A motion was made by Commissioner Jackson, seconded by Commissioner Schaefer, approving adoption of Resolution 2018-21. Approved 5-0.

NEW BUSINESS

Commissioner Schaefer advised the Board that Sarah Powell declined the position of On Call First Responder and that Andrew Schultz accepted the position. A resolution was drawn up and states as follows:

2018-22. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to retain Andrew Schultz as an On Call First Responder, at an hourly rate of $22.00.

A motion was made by Commissioner Schaefer, seconded by Commissioner Davonski, approving adoption of Resolution 2018-22. Approved 5-0.

A motion was made by Commissioner Sacks, seconded by Commissioner Schaefer, authorizing the purchase, installation and shipping cost of one (1) Electric Combi Lock for the Climate Unit in the new ambulance, at a cost of $230.00 and one (1) Swivel Radio Bracket for the new ambulance, at a cost of $198.00. Approved 5-0.

A motion was made by Commissioner Jackson, seconded by Commissioner Davonski, accepting the reinstatement of probationary member William Gladding. 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 43 checks totaling $214,935.78 and the Abstract of Bills for the Apparatus Reserve Fund consisting of 2 checks totaling $582,899.93 and to authorize the transfer of $250,000.00 from the Money Market to the Checking Account. Approved 5-0.

At 9:45 p.m., there being no further business, a motion was made by Commissioner Jackson, seconded by Commissioner Davonski, to adjourn the meeting. Approved 5-0.

Submitted by
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                   Lorraine Gregory, Secretary