Monthly Meeting Minutes January 2017

EAST QUOGUE FIRE DISTRICT

REGULAR MONTHLY MEETING

JANUARY 5, 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 Aaron Sacks, Allyn Jackson, James Schaefer, Jonathan Erwin and Jennifer Davonski, Chief Scott Davonski, First Assistant Chief Scott Flynn and Second Assistant Chief David Rosante, Firehouse Attendant David Schaffauer, First Responder Amit Patel, Treasurer Nancy Knotoff and Secretary Lorraine Gregory.

FIREHOUSE ATTENDANT REPORT

See attached report.

ITEMS FOR DISCUSSION

A motion was made by Commissioner Sacks, seconded by Commissioner Davonski, accepting the proposal from Taurus Custom Painting Inc. for the painting of the first floor hallway, including prep work and paint ($1,400.00) and for the painting of the second floor hallway ($700.00) and railings ($450.00), including prep and paint, at a total cost of $2,550.00.  Approved 5-0.

A motion was made by Commissioner Erwin, seconded by Commissioner Schaefer, accepting the Firehouse Attendant Report as submitted.  Approved 5-0.

At 7:50 p.m., Mr. Schaffauer left the meeting.

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 $2,341.24 (Hammer Medical - $1,842.19, Moore Medical - $146.64, EMP - $257.42, Bound Tree Medical - $94.99).  Approved 5-0.

2.         Noted.

3.         Tabled until February meeting.

A motion was made by Commissioner Schaefer, seconded by Commissioner Davonski accepting the EMS Report as submitted.  Approved 5-0.

Mr. Patel left the meeting at 9:07 p.m.

MAINTENANCE REPORT

Work Order Report dated December 1, 2016 – December 31, 2016 was presented to the Board.

A motion was made by Commissioner Sacks, seconded by Commissioner Davonski, authorizing the purchase of five (5) Fire Vulcan Rechargeable LED Streamlights, at an approximate cost of $150.00 each.  Approved 5-0.

CHIEF'S REPORT

See attached report.

REQUESTS

Request 1.  -  Commissioner Sacks will handle.

Request 2.  -  Secretary will supply.

Request 3.  -  Chief will order.

Request 4.  -  A motion was made by Commissioner Schaefer, seconded by Commissioner Erwin, authorizing the purchase of eleven (11) SCBA 30 Minute Cylinders ($769.00, with or without labels) from the Town of Babylon Contract, at a total cost of $8,459.00.  Approved 5-0.

Request 5.  -  A motion was made by Commissioner Sacks, seconded by Commissioner Davonski, authorizing the purchase of two (2) SCBA 45 Minute Cylinders ($916.00, with or without labels) from the Town of Babylon Contract, at a total cost of $1,832.00.  Approved 5-0.

Request 6.  -  A motion was made by Commissioner Schaefer, seconded by Commissioner Davonski, authorizing the purchase of one (1) SCBA from the New York State Contract (Coastal Fire Systems, Inc.), at a cost of $5,644.80.  Approved 5-0.

Request 7.  -  A motion was made by Commissioner Davonski, seconded by Commissioner Sacks, authorizing the purchase from Firematic Supply of two (2) 5” x 25’ lengths of hose ($269.00 each) and two (2) 5” x 10’ lengths of hose ($210.00 each) for 7-6-5- and 7-6-8, at a total cost of $970.00.  Approved 5-0.

Request 8.  -  A motion was made by Commissioner Sacks, seconded by Commissioner Jackson, authorizing the purchase from Firematic Supply of two (2) Fire Hooks Cbt-20MM 14” Carbide 30 Teeth Rotary Saw Blades, at a total cost of $214.00.  Approved 5-0.

Request 9.  -  A motion was made by Commissioner Davonski, seconded by Commissioner Sacks, authorizing the purchase from Rico’s Clothing of one (1) High Vis Parka with lettering and Velcro panel for Chief Davonski, at an approximate cost of $329.95.  Approved 5-0.

Request 10.  -  A motion was made by Commissioner Sacks, seconded by Commissioner Davonski, authorizing the purchase from Granger of ten (10) High Visibility Vests, at a total cost of $559.50.  Approved 5-0.

Request 11.  -  A motion was made by Commissioner Sacks, seconded by Commissioner Erwin, authorizing the purchase from Firematic of one (1) Personal MSA CO Meter for Assistant Chief Rosante, at an approximate cost of $250.00.  Approved 5-0.

ITEMS FOR DISCUSSION

1.         A motion was made by Commissioner Sacks, seconded by Commissioner Schaefer, authorizing the Chief to hold a Suffolk County Fire Academy “Principles of Instruction” course in accordance with NFPA 1041Standards, at a cost of $2,875.00.  Approved 5-0.

2.         A motion was made by Commissioner Sacks, seconded by Commissioner Schaefer, authorizing Chief Davonski to use his Chief’s vehicle as a means of transportation to his employment at Brookhaven National Lab – Upton, New York which is outside the township of Southampton Town.  Approved 5-0.

3.         Commissioner Sacks will seek prices for the racks.

4.         Commissioner Erwin will handle.

5.         Mr. Schaffauer with handle.

6.         Board agreed with Chief Davonski’s plans for the storage of the vehicles.

7.         After a brief discussion, a resolution was drawn up and states as follows:

2017-14.  The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to adopt the following Mutual Aid Policy:

E.Q.F.D. Automatic Mutual Aid Policy

 Monday through Friday from 0600 hrs. to 1800 hrs.

• The purpose of this policy is to supply sufficient manpower to the fire ground so that an effective interior fire attack can commence in accordance with NFPA 1720.
• This policy is in effect for any phoned in reported structure fire (69-D-1 through 69-D-5 and all 69-E’s).
• This policy will be active Monday through Friday from 0600 hrs. to 1800 hrs.
• The East Quogue Fire District shall be split into 2 zones for mutual aid response.
• The automatic mutual aid request will be for one engine only to respond to the scene. This request can be modified by the incident commander (IC). IC consists of an East Quogue Chief, Line Officer or Fire Apparatus Acting Officer.
• The responding mutual aid apparatus shall transmit and maintain communications on East Quogue FD “Command” high band frequency.
• The mutual aid engine will continue to the scene unless the IC gives the incoming apparatus a signal 5. 
• Other than an East Quogue Chief, no signal 5 will be given to any incoming apparatus unless one of the other designated IC’s are on the scene of the incident.

Zone 1 Response: Quogue Fire Department

• Any activation as stated above west of and including Vail Avenue.  Any activation as stated above on Dune Road west of Triton Lane.

Zone 2 Response:  Hampton Bays Fire Department

• Any activation as stated above east of Vail Avenue.  Any activation as stated above on Dune Road east of Triton Lane.

A motion was made by Commissioner Sacks, seconded by Commissioner Erwin, accepting adoption of Resolution 2017-14.  Approved 5-0.

The Secretary will forward a letter to the Board of Fire Commissioners of the Hampton Bays Fire District and to Thomas Gorman, Chief of Department, enclosing a copy of Resolution 2017-14.

Request 8.  -  Approved.

Request 9.  -  Progress.

ATTORNEY DISCUSSION

Mr. Glass not in attendance.

Commissioner Jackson advised the Board that the Secretary had received a letter from Bangston General regarding its awarding of the 2017 Fuel Bid to Mendenhall Fuel.  The letter was forwarded to Mr. Glass for his review and comment.  Mr. Glass advised that, due to the fact that the cost of the fuel used is well below the $20,000.00 bid threshold, the process is changed from bid to price quote.  He prepared a resolution regarding same and, once the resolution is adopted by the Board, he will forward a response to Bangston General.  A motion was made by Commissioner Sacks, seconded by Commissioner Davonski, stating that the following resolution be adopted, effective immediately:

2017-15.  WHEREAS, Article 5-a of the General Municipal Law of the State of New York, sets legal standards for the purchase of goods and materials by municipalities in the State of New York; and

            WHEREAS, the East Quogue Fire District must comply with the provisions of these laws, including Section 103 of the General Municipal Law (hereinafter “§ 103”) and Section 104-b of the General Municipal Law (hereinafter “§ 104-b”; and

            WHEREAS, Section 103 provides that the District must publicly advertise for bids for the purchase of goods and materials when the expected threshold amount exceeds $20,000.00 per annum; and

            WHEREAS, Section 104-b provides that the District must adopt a Procurement Policy to provide for the purchase of goods and services which are not required by law to be competitively bid and the Board of Fire Commissioners has adopted such a policy; and

            WHEREAS, the District advertised for a competitive bid for fuel oil to be opened on December 1, 2016; and

            WHEREAS, after the bid opening was conducted the Board did initially make an award of bid; and

            WHEREAS, it was subsequently noted by the Board that the estimated annual cost for fuel oil will not exceed $20,000.00; and

            WHEREAS, the Board had already effectively solicited three written price quotes for fuel oil for 2017 as is required under its Procurement Policy;

            NOW THEREFORE, BE IT RESOLVED that the Board of Fire Commissioners of the East Quogue Fire District that:

1. The initial award of bid for fuel oil for 2017 and all findings associated therewith is hereby rescinded as void and unnecessary; and

1. The Fire District, pursuant to its Procurement Policy hereby awards the contract for fuel oil for 2017 to Mendenhall Fuel, the basis for such award being its competitive price, the proximity of its facility, and the District’s satisfaction with its past service.

The resolution was put to a vote the results being:

      Chairman Jackson                               Aye

      Commissioner Davonski                     Aye

      Commissioner Erwin                           Aye

      Commissioner Sacks                           Aye

      Commissioner Schaefer                      Aye

The resolution was passed.

Dated:  January 5, 2017

By Order of the Board of Fire Commissioners of the East Quogue Fire District

                                                                                    ___________________________

                                                                                    LORRAINE GREGORY, Secretary

MINUTES

A motion was made by Commissioner Schaefer, seconded by Commissioner Sacks, accepting the Minutes of the December 26, 2016 Year End Meeting.  Approved 5-0.

TREASURER'S REPORT

Ms. Knotoff advised the Board that the auditor is scheduled for January 28, 2017.

A motion was made by Commissioner Sacks, seconded by Commissioner Schaefer, 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 resignation of Max McLaughlin and the probationary membership of Alexa Klink and Hunter Meldman.

OLD BUSINESS

Commissioner Erwin advised the Board that the new 7-6-32 vehicle is in service.

After a brief discussion regarding the purchase of the polo shirts and work shirts, a motion was made by Commissioner Davonski, seconded by Commissioner Erwin, authorizing the purchase of

fifteen (15) polo shirts, at a cost of $35.00 each and fifteen (15) work shirts, at a cost of $70.00 each for the paid On Call First Responders and seventy-five (75) polo shirts, at a cost of $35.00 each for the membership as part of their Class A uniform.  Approved 5-0.

Commissioner Sacks advised the Board that no progress has been made with the Town regarding the CAD System.

Commissioner Jackson advised the Board that there is no progress with the Hills.  He also advised the Board that he would like to speak with Arenz regarding Phase 2 of the boiler project (boiler, water heater, digital thermostats).

Commissioner Jackson stated that EMTEC has not yet responded to his letter.

Commissioner Jackson requested the Board members to review the District’s Revised Policy and Procedures Manual so that it can be adopted at the February 2017 meeting.

NEW BUSINESS

A motion was made by Commissioner Erwin, seconded by Commissioner Davonski, accepting the proposal from Sagamore Lights, Inc. NYS Contract RFB-RC-2012032 for the installation of a Liberty II WC Light Bar on the new Chevy Tahoe Chief’s Vehicle, at a cost of $9,100.81.  Approved 5-0.

The Board decided to salvage the cage from the old vehicle.

A building inspection was scheduled for Saturday, January 14, 2017, at 10:00 a.m.

The physicals and FIT testing was scheduled for Saturday, February 18, 2017 at 9:30 a.m. and at the March Department Meeting.

Commissioner Jackson requested that the following be done, as suggested in the Risk Management Report:

1.         Electrical inspection.

2.         Driver Refresher Course.

3.         Installation of storage compartments on vehicles so that members’ personal items can be safely stored when responding to alarms.

Commissioner Jackson also suggested a workshop to discuss a policy for the paid personnel regarding vacation, comp time, time carryover, etc.

A motion was made by Commissioner Sacks, seconded by Commissioner Davonski, accepting the East Quogue Fire Department Suggested Operating Procedures and Guidelines updated 1/5/17.  Approved 5-0.

A motion was made by Commissioner Schaefer, seconded by Commissioner Sacks, accepting the resignation of Max McLaughlin pending return of all District property issued to him.  Approved 5-0.

A motion was made by Commissioner Erwin, seconded by Commissioner Sacks, accepting the probationary membership of Alexa Klink in the Department.  Approved 4-1.  (Commissioner Jackson)

A motion was made by Commissioner Erwin, seconded by Commissioner Davonski, accepting the probationary membership of Hunter Meldman in the Department.  Approved 5-0.

ABSTRACT OF BILLS

A motion was made by Commissioner Sacks, seconded by Commissioner Davonski, approving the Abstract of Bills for the General Fund consisting of 23 checks totaling $14,861.57 and the Building & Grounds Fund consisting of 1 check totaling $7,306.00 and to authorize the transfer of $35,000.00 from the Money Market to the Checking Account.  Approved 5-0.

At 9:47 p.m., there being no further business, a motion was made by Commissioner Davonski, seconded by Commissioner Schaefer, to adjourn the meeting.  Approved 5-0.

Submitted by
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                             Lorraine Gregory, Secretary