Meeting Minutes for November 2016

EAST QUOGUE FIRE DISTRICT

REGULAR MONTHLY MEETING

NOVEMBER 3, 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 Aaron Sacks, Allyn Jackson, Jonathan Erwin and James Schaefer, Chief David Kohler, 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

None.

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

EMS REPORT

See attached report.

STAFF REPORT

Noted.

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 $503.13 (Hammer Medical - $337.35, Moore Medical - $165.78).  Approved 4-0.

2.         Permission granted.

3.         A motion was made by Commissioner Sacks, seconded by Commissioner Schaefer, authorizing the purchase of three (3) Zoll AED Plus Units, at a cost of $4,178.73, less the trade-in of three (3) Physio LifePak 500BI amounting to $300.00, for a net cost of $3,878.73.  Approved 4-0.

4.         Noted.

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

Mr. Patel left the meeting at 9:05 p.m.

Commissioner Schaefer advised the Board that he had conducted interviews for the hiring of additional On Call First Responders.  A resolution was drawn up and states as follows:

2016-39.  The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to retain On Call First Responders, Jennifer L. Lehmann, Erik Corneille and Jeffrey Matheson, at an hourly rate of $20.00.

A motion was made by Commissioner Schaefer, seconded by Commissioner Sacks, approving adoption of Resolution 2016-39.  Approved 4-0.

MAINTENANCE REPORT

Work Order Report dated October 1, 2016 – November 3, 2016 was presented to the Board.

CHIEF'S REPORT

See attached report.

REQUESTS

Requests 1.-2.  -  Chief was reminded to order minor items on his own when needed rather than waiting for Board approval.

Request 3.  -  A motion was made by Commissioner Schaefer, seconded by Commissioner Sacks, authorizing the purchase of a new Gas Meter (Sniffer) for 7-6-5, at an approximate cost of $133.85.  Approved 4-0.

Request 4.  -  Secretary will give the Chief supplies from inventory and will order items that are not on hand.

ITEMS FOR DISCUSSION

1.         Commissioner Erwin advised that he looked into a State mini-bid which allows local dealers to bid.  Delivery date for two white Chevrolet Tahoes, without the emergency light packages, is expected to be December 15, 2016.

2.         The outstanding Bar Boy bills are the responsibility of the Department.  Copies of the bills were forwarded to Art Little for payment.

3.         Firemen’s Room will not be available for several more weeks.  Commissioner Sacks suggested rearranging the Meeting Room so that it may be used for the upcoming Christmas events.

ATTORNEY DISCUSSION

Mr. Glass not in attendance.

MINUTES

A motion was made by Commissioner Schaefer, seconded by Commissioner Sacks, accepting the Minutes of the October 6, 2016 Regular Monthly Meeting and the October 18, 2016 Proposed Budget Hearing.  Approved 4-0.

TREASURER'S REPORT

Ms. Knotoff advised the Board that, while examining the recent bank statements, she noted and corrected a transfer mistake.  $50,000.00 had been transferred from the Building Reserve Fund instead of the General Fund Money Market.

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

2016-40.  The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to transfer the sum of $2,000.00 from Fuel/Gas Buildings – 290-001 to Repairs Building and Grounds – 220-001.

2016-41.  The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to authorize the transfer of $1,500.00 from Lights – 280-001 to Telephone – 270-001.

2016-42.  The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to authorize the transfer of $500.00 from Bank Charges – 460-001 to Office Computer Maintenance/Supplies – 450-001.

A motion was made by Commissioner Jackson, seconded by Commissioner Erwin, accepting the adoption of Resolutions 2016-40, 2016-41 and 2016-42.  Approved 4-0.

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 letter from the East Quogue Fire Department regarding the swearing in of Edward Ford.

OLD BUSINESS

Commissioner Schaefer advised the Board that at the recent AFDSNY Fall Workshop he learned that the plan for all Reserve Funds should be in writing and that it was recommended to have a Repair Reserve Fund.  Also, if not already part of the District’s Credit Card Policy, credit cards should not be allowed to be used at an ATM machine.

Commissioner Sacks presented proposals from Island Asphalt, Inc. for the sealing and striping of the Main Firehouse and Station 2 parking lots.

After a brief discussion, a motion was made by Commissioner Sacks, seconded by Commissioner Erwin, accepting the proposal from Island Asphalt, Inc. for the sealing of the parking lots at the Main Firehouse and Station 2 with commercial grade Velvetop and the restriping of the lots, at a cost of $2,715.63 for the Main Firehouse and $1,303.50 for Station 2.  Approved 4-0.

Commissioner Sacks stated that the Firemen’s Room should be completed by the end of the year.  $80,000.00 of the budget has already been accounted for.  The remainder will be spent on furnishings, blinds, ceiling fans, etc.  The Benevolent may be asked to pay for items that may go over the $110,000.00 budget.

Commissioner Jackson advised the Board of the following:

1.         He will be following up with the Town of Southampton regarding the Town’s possible funding of the upgrades to the emergency paging and radio systems.

2.         Progress is being made on the back door.

3.         He will be attending The Hills meeting at the school next week and asked other Board members to attend.

4.         Replacing the outdoor lights with LED would cost about $12,000.00 to $16,000.00 with no rebate.

5.         The boiler is leaking again.  He will contact Bill Glass regarding the boiler issue.

6.         Installation of a traffic signal outside the Main Firehouse would cost between $50,000.00 to $60,000.00.

A brief discussion ensued regarding the Leave Request Form.  The form will be amended to read

“doctor’s note or Military Statement of Service” not “doctor’s note or military release documents”.

NEW BUSINESS

Commissioner Sacks presented a proposal from Norske, Inc. for the caulking of the windows and doors throughout the Main Firehouse, in the amount of $6,147.00.

A motion was made by Commissioner Sacks, seconded by Commissioner Schaefer, accepting the proposal from Norske, Inc. for the caulking of the windows and doors throughout the Main Firehouse, in the amount of $6,147.00.  Approved 4-0.

A motion was made by Commissioner Sacks, seconded by Commissioner Erwin, authorizing the purchase of six hundred (600) Asset Tags, at a cost of $800.00.  Approved 4-0.

A motion was made by Commissioner Schaefer, seconded by Commissioner Erwin, accepting the proposal from Branch Services for the removal of the asbestos in the basement, in the amount of $12,885.00.  Approved 4-0.

The 2017 Fuel Oil Bid Opening is scheduled for December 3, 2016, at 7:00 p.m.

Commissioner Jackson reimbursed the District for the additional $168.41 charged to his cell phone bill.

ABSTRACT OF BILLS

A motion was made by Commissioner Schaefer, seconded by Commissioner Erwin, approving the Abstract of Bills for the General Fund consisting of 37 checks totaling $34,599.31, the Building & Grounds Fund consisting of 3 checks totaling $4,521.93 and the Communications Fund consisting of 1 check totaling $1,275.00 and to authorize the transfer of $55,000.00 from the Money Market to the Checking Account.  Approved 4-0.

At 9:26 p.m., there being no further business, a motion was made by Commissioner Jackson, seconded by Commissioner Erwin, to adjourn the meeting.  Approved 4-0.

Submitted by
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                             Lorraine Gregory, Secretary