Novembers Meeting Minutes 2015

EAST QUOGUE FIRE DISTRICT

REGULAR MONTHLY MEETING

NOVEMBER 5, 2015

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 7:45 p.m. Present were Commissioners James Schaefer, Aaron Sacks, Jennifer Davonski, Jonathan Erwin and Allyn Jackson, Chief Bill Potter, Firehouse Attendant David Schaffauer, First Responder Amit Patel, Treasurer Nancy Knotoff and Secretary Lorraine Gregory. (Note: The meeting started late due to the fact that a John Tepedino, a representative from Fully Involved, Inc., addressed the Board.)

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 5-0.

At 7:48 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 cost of $2,027.36 (Hammer Medical - $1,273.50, Emergency Medical Products - $349.16 and Zoll - $404.70). Approved 5-0.

2.         Noted.

3.         A motion was made by Commissioner Schaefer, seconded by Commissioner Davonski, authorizing the purchase of one (1) Staples 2-Drawer Letter Size Vertical File Cabinet Black, at a cost of $179.99. Approved 5-0.

4.         Tabled.

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

At 8:00 p.m., Mr. Patel left the meeting.

MAINTENANCE REPORT

No written report submitted.

Commissioner Erwin advised the Board that 7-6-17 will be inspected next week and that there are two recalls on the vehicle that will also be addressed.

Commissioner Erwin will arrange for the ladder testing.

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

CHIEF'S REPORT

See attached report.

REQUESTS

Request 1. - Approved for 7-6-6.

Request 2. - A motion was made by Commissioner Davonski, seconded by Commissioner Sacks, authorizing the purchase of two (2) MSA Altair CO Meters for 7-6-2 and 7-6-31 from Firematic, at a cost not to exceed $250.00 each. Approved 5-0.

Request 3.       A motion was made by Commissioner Schaefer, seconded by Commissioner Davonski, authorizing the purchase of one (1) Dewalt Rechargeable Battery from Westhampton True Value Hardware, at a cost of $89.00. Approved 5-0.

ITEMS FOR DISCUSSION

1.         Commissioner Sacks advised the Chief that the “Forward Address” can be edited to correct the situation.

2.         Commissioner Jackson will handle.

3.         Noted.

4.         The Board advised the Chief that the Department pays the $130.00 bill for the County fee and then requests reimbursement from the Board.

At 8:28 p.m., a motion was made by Commissioner Jackson, seconded by Commissioner Schaefer, calling the meeting into Executive Session to discuss a Department matter. Approved 5-0.

At 8:40 p.m., a motion was made by Commissioner Davonski, seconded by Commissioner Sacks, calling the meeting out of Executive Session. Approved 5-0.

ATTORNEY DISCUSSION

Mr. Glass not in attendance.

MINUTES

A motion was made by Commissioner Sacks, seconded by Commissioner Davonski, accepting the Minutes of the October 1, 2015 Regular Monthly Meeting and the October 20, 2015 Budget Hearing. Approved 5-0.

TREASURER'S REPORT

With regard to the 2016 Budget, a resolution was drawn up and states as follows:

2015-36. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to adopt the 2016 Budget in the amount of $1,320,000.00.

A motion was made by Commissioner Schaefer, seconded by Commissioner Davonski, accepting the adoption of Resolution 2015-36. Approved 5-0.

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

2015-37. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to authorize the transfer of $2,500.00 from Gas/Oil Vehicles - 300-001 to Building Maintenance/Supplies – 250-001.

2015-38. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to authorize the transfer of $1,000.00 from Gas/Oil Vehicles - 300-001 to Telephone – 270-001.

2015-39. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to authorize the transfer of $94.25 from Public Drills/Inspections - 380-001 to Uniforms – 370-001.

2015-40. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to authorize the transfer of $2,000.00 from Public Drills/Inspections - 380-001 to Legal Audit – 420-001.

A motion was made by Commissioner Davonski, seconded by Commissioner Erwin, accepting the adoption of Resolutions 2015-37 – 2015-40. Approved 5-0.

A motion was made by Commissioner Sacks, seconded by Commissioner Erwin, amending Purchase Order #2015-87 to read as follows: the purchase of twenty (20) Hoods, at a cost of $45.00 each. Approved 5-0.

A motion was made by Commissioner Schaefer, 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 notice from Verizon stating that the District’s account is “frozen”, a letter from Cook Maran regarding 81 Dune Road, a letter from the Suffolk County Fire District Officers Association regarding the District hosting their November 17, 2016 meeting and a proposal from Frank G. Relf Architect, P.C. regarding the boiler replacement.

OLD BUSINESS

After a brief discussion regarding repairs to the 2009 Dodge Durango (7-6-80), a motion was made by Commissioner Schaefer, seconded by Commissioner Davonski, accepting the proposal from Village Auto Body Inc., in the amount of $3,500.00. Approved 5-0.

Commissioner Davonski advised the Board that the ambulance lettering was approved by the State.

Commissioner Schaefer advised the Board that members have still not been measured for Class A uniforms and that he has been communicating with Hometown Insurance regarding the training courses that they have available.

Commissioner Schaefer also advised the Board that he will be contacting the members who will be eligible to receive LOSAP in January 2016. A meeting has been scheduled with Vince Marmorale for December 9, at 6:00 p.m., to explain the options available.

Commissioner Sacks advised the Board that the cap for the Fire Police Vehicle is in production and that the face pieces will be delivered within the next few weeks. Fit testing will be done in January 2016.

Commissioner Jackson advised the Board that Frank G. Relf’s architectural and engineering services for the boiler was $36,000.00. The Board needs to look further.

Commissioner Jackson also advised the Board that The Hills Development had contacted him regarding whether or not the Board did research as to the exact amount of land the District would need, whether it would be cleared or uncleared and have any restrictions. The Board suggested that Commissioner Jackson compose a letter to The Hills expressing the needs of the Fire District/Department and the stress that this project will be putting on the Fire District/Department and pointing out the fact that the development will not have an impact on the School District and the School District is receiving many benefits.

Commissioner Jackson stated that the Policy and Procedure Manual has been reviewed and edits need to be made. The Secretary will handle this project.

The Secretary reminded Commissioner Sacks that there was a balance of $100.00 owed by him to the District regarding his not attending the 2014 Fall Workshop of the Association of Fire Districts of the State of New York.

NEW BUSINESS

Commissioner Erwin advised the Board that the New York State bidding process was starting a new program called Mini-Bids and will submit a bid for the new Chief’s car. He will try to spec out the box. The radios and lights will be done after delivery.

Commissioner Schaefer spoke with Stone Creek Inn regarding their request for a CPR Class. The class will be scheduled for the end of January or sometime in February with at least 20 attendees.

After a brief discussion, a motion was made by Commissioner Schaefer, seconded by Commissioner Sacks, accepting the proposal from Fully Involved, Inc. to perform preventative maintenance services, at an approximate cost of $11,820.00 and repair services which would include parts and labor, at a cost yet to be determined when the work is scheduled and completed. Approved 5-0.

Commissioner Jackson advised the Board that he will contact Relay to get their advice on our radio planning.

The 2016 Fuel Oil Bid Opening is scheduled for 7:00 p.m., on December 3, 2015. The Secretary will publish the public notice.

ABSTRACT OF BILLS

A motion was made by Commissioner Sacks, seconded by Commissioner Schaefer, approving the abstract of bills for the General Fund consisting of 47 checks totaling $31,738.40 and to authorize the transfer of $50,000.00 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 Schaefer, seconded by Commissioner Erwin, to adjourn the meeting. Approved 5-0.

Submitted by
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                           Lorraine Gregory, Secretary

November Meeting Minutes 2015