Meeting Minutes for February 2016

EAST QUOGUE FIRE DISTRICT

REGULAR MONTHLY MEETING

FEBRUARY 4, 2016

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 James Schaefer, Jonathan Erwin, Aaron Sacks and Allyn Jackson, Chief David Kohler, 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.

Commissioner Sacks requested that the sidewalk on Montauk Highway also be cleared of snow.  Commissioner Jackson will speak to Mr. Schaffauer.

ITEMS FOR DISCUSSION

1.         Vacation approved.

A motion was made by Commissioner Sacks, seconded by Commissioner Jackson, accepting the Firehouse Attendant Report as submitted.  Approved 4-0.

EMS REPORT

At 7:50 p.m., Mr. Patel joined the meeting.

STAFF REPORT

See attached report.

EQUIPMENT AND SUPPLIES

1.         A motion was made by Commissioner Schaefer, seconded by Commissioner Sacks, authorizing the purchase of the medical supplies requested, in the total amount of $1,794.97.  Approved 4-0.

2.         No comment.

3.         Mr. Patel took care of the PCR issue.

A motion was made by Commissioner Schaefer, seconded by Commissioner Erwin, accepting the EMS Report as submitted.  Approved 4-0.

At this point, Mr. Patel left the meeting.

MAINTENANCE REPORT

No written report submitted.

Commissioner Erwin will include the Assistant Chiefs in the group texting for vehicle repair notices.

CHIEF'S REPORT

See attached report.

REQUESTS

Requests 1-2.  -  Invoices should be given to the Treasurer for payment.

Request 3.  -  A motion was made by Commissioner Jackson, seconded by Commissioner Schaefer, authorizing the purchase of three (3) complete black helmets (one for Scott Montgomery), at a cost not to exceed $300.00 each.  Approved 4-0.

Requests 4-7.  -  A motion was made by Commissioner Erwin, seconded by Commissioner Schaefer, granting permission for use of the Meeting Room as follows:

                        Amanda VanBorkulo, May 22, 2016, Baptism

                        Brendan Dickson, March 20, 2016, Baby Shower

                        Mark Gregory (Juniors), March 4, 2016, Fundraiser

                        Greg Celi, April 2, 2016, Fundraiser

Request 8.  -  Tabled.

Request 9.  -  A motion was made by Commissioner Sacks, seconded by Commissioner Erwin, authorizing the purchase of three (3) Hi-Band Pagers, at an approximate total cost of $1,800.00.  Approved 4-0.

Request 10.  -  Tabled.

ITEMS FOR DISCUSSION

1.         Commissioner Sacks advised the Board that he will be meeting with a contractor tomorrow.

2.         Tabled.  Commissioner Jackson advised the Chiefs that they must approve and make changes, if necessary.  The By-Laws may then be presented to the membership for review, then reviewed by Mr. Glass and finally, reviewed by the Board.

3.         Commissioner Erwin advised that the exact delivery date is not available.

4.         Noted.

Commissioner Sacks advised that he is still looking for a survivor suit supplier.

ATTORNEY DISCUSSION

Mr. Glass not in attendance.

MINUTES

A motion was made by Commissioner Schaefer, seconded by Commissioner Sacks, accepting the Minutes of the January 7, 2016 Organizational Meeting and the January 7, 2016 Regular Monthly Meeting.  Approved 4-0.

TREASURER'S REPORT

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

COMMUNICATIONS AND CORRESPONDENCE

Miscellaneous correspondence was presented to the Board including a notice from the Association of Fire Districts of the State of New York regarding the upcoming annual meeting.

OLD BUSINESS

Commissioner Schaefer suggested inspecting the monument for needed repairs and, if any are needed, to have them done before Memorial Day.

Commissioner Sacks will take the Zodiac to Hampton Watercraft for repairs.

Commissioner Sacks advised the Board that, next week, he will be meeting with a representative from Red Alert to review on line work orders and the I Am Responding program.

Commissioner Sacks presented a proposal from Fluid Imagery for a server replacement and upgrades in the amount of $8,132.97.  (Note:  The server was purchased in 2006.)

A motion was made by Commissioner Sacks, seconded by Commissioner Erwin, accepting the proposal from Fluid Imagery for the server replacement and upgrades, at a total cost of $8,132.97.  Approved 4-0.

Ms. Knotoff advised the Board that she is concerned about the technical issues she has been having with her computer.  Commissioner Sacks advised the Board that the computer is five years old and out of warranty.

A motion was made by Commissioner Sacks, seconded by Commissioner Erwin, authorizing the purchase of a new computer for the Treasurer, at a cost not to exceed $2,500.00.  Approved 4-0.

Commissioner Sacks advised the Board that he had met with Arenz to review the AC system on the second floor.  The AC system is in bad condition and should be replaced.  Arenz’s proposal was $15,846.00 for the two rooms.  Commissioner Sacks will seek another proposal.

A motion was made by Commissioner Sacks, seconded by Commissioner Erwin, authorizing the expenditure of $120.00 per person, up to 170 people, including gratuities ($120.00 x 170 = $20,400.00), for the Annual Inspection Dinner, at Docker’s, May 14, 2016.  Approved 4-0.  (Note:  If only 100 people attend and the cost is $12,000.00 ($120.00 x 100), the Department will not have the balance to spend.)

Commissioner Jackson presented a proposal from EMTEC regarding the replacement of the boilers.

A motion was made by Commissioner Schaefer, seconded by Commissioner Jackson, accepting the proposal from AMTEC to design and prepare bid documents and to include construction supervision regarding the purchase and installation of new boilers, for a fee of $16,000.00.  Approved 4-0.

Commissioner Jackson advised the Board that progress has been made on the Policy and Procedures Manual and that it should be reviewed further at a Workshop.  He also suggested reviewing the Department side of the Manual with the Chiefs.

With regard to the upcoming physicals, the Board reviewed the list from NDI and decided to include the DOT eye test.

NEW BUSINESS

Commissioner Jackson advised the Board that he met with a representative from a company that manufactures nonskid rubber strips that would be installed over the gap at the bottom of the doors.  He will get a proposal for doing one area and testing it out before doing all areas.

Commissioner Jackson advised the Board that, at this time, there is no Fire Training Contract.  After a discussion that came to no end, the Board decided to table the issue.

Commissioner Schaefer advised the Board that he had met with Dennis Cantor of Relay Communications and presented a proposal from Mr. Cantor regarding a review and evaluation of the radio system.  A motion was made by Commissioner Schaefer, seconded by Commissioner Erwin, accepting the proposal from Relay Communications to provide, at an hourly rate of $125.00, a report detailing all of the District’s radios and systems in operation and that such report may not exceed $1,000.00.  Approved 4-0.

A motion was made by Commissioner Schaefer, seconded by Commissioner Erwin, authorizing the purchase of a new key cabinet for the Commissioners’ Office rear storage room, at a cost of approximately $150.00.  Approved 4-0.

A motion was made by Commissioner Jackson, seconded by Commissioner Schaefer, authorizing four members of the Board (Commissioners Jackson and Schaefer, Secretary and Treasurer) to attend the Association of Fire Districts of the State of New York Annual Workshop, April 28-May 1, 2016, in Albany, New York, at an approximate total cost of $5,800.00.  Approved 4-0.

ABSTRACT OF BILLS

A motion was made by Commissioner Schaefer, seconded by Commissioner Sacks, approving the Abstract of Bills for the General Fund consisting of 32 checks totaling $27,234.71 and to authorize the transfer of $50,000.00 from the Money Market to the Checking Account.  Approved 4-0.

At 9:15 p.m., there being no further business, a motion was made by Commissioner Schaefer, seconded by Commissioner Erwin, to adjourn the meeting.  Approved 4-0.

Submitted by
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                             Lorraine Gregory, Secretary

Minutes for February 2016