November's Monthly Meeting Minutes 2020

EAST QUOGUE FIRE DISTRICT

REGULAR MONTHLY MEETING

NOVEMBER 5, 2020

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 Allyn Jackson, Michael Mattera, Robert Holley and Stephen Gregory, First Assistant Chief Ted Jankowski, Secretary Lorraine Gregory and Treasurer Colleen Pearsall.

Note: This meeting is being kept to a minimum attendance due to the pandemic.

FIREHOUSE ATTENDANT REPORT

Mr. Schaffauer not required to attend the meeting.

See attached report.

ITEMS FOR DISCUSSION

No items for discussion.

Commissioner Jackson advised the Board that the new siren should be in operation within a few weeks.

EMS REPORT

Mr. Patel not required to attend the meeting.

See attached report.

STAFF REPORT

1. Noted.

EQUIPMENT AND SUPPLIES

1. A motion was made by Commissioner Holley, seconded by Commissioner Jackson, authorizing the purchase of the medical supplies requested, at a total cost of $1,531.27 (Hammer Medical - $1,054.40, Zoll Medical - $262.03, BoundTree - $214.84). Approved 4-0.

2. A motion was made by Commissioner Gregory, seconded by Commissioner Holley, authorizing the purchase from MediUS Health of one (1) Storage Cabinet with 132 Preconfigured Storage Bins, a cost of $1,799.00. Approved 4-0.

3. Tabled pending further information.

MAINTENANCE REPORT

Work Order Report dated 10/1/20 to 10/31/20 was submitted to the Board.

First Assistant Chief Jankowski suggested bringing the Multi Gas Meters to Hampton Bays for calibration and advised the Board that the cost of a machine is approximately $4,000.00.

CHIEF'S REPORT

See attached report.

REQUESTS

1. Tabled.

2. A motion was made by Commissioner Holley, seconded by Commissioner Mattera, authorizing the purchase of one (1) Multi Gas Meter, at a cost of $987.75. Approved 4-0.

3. Mr. Schaffauer will install.

4. Tabled.

5. Commissioner Gregory and Mr. Schaffauer are already in the process of having the outlet installed.

6. A motion was made by Commissioner Holley, seconded by Commissioner Schaefer, authorizing the purchase of one (1) Used Storage Box, at a cost of $600.00. Approved 4-0.

7. Tabled pending further information.

ITEMS FOR DISCUSSION

1. Responsibility of the Chiefs.

2. Commissioner Holley advised the Board that he had reached out to a grant writer a few weeks ago and has not yet received a call back. He will look into this further.

3. Progress.

4. Commissioner Holley will handle.

5. Meeting Room is not available for use due to COVID-19 restrictions.

ATTORNEY DISCUSSION

Mr. Glass forwarded a sample resolution to be used for the adoption of the new LGS-1 Retention and Disposition Schedule. The resolution states as follows:

2020-23. RESOLVED, by the Board of Fire Commissioners of the East Quogue Fire District that Retention and Disposition Schedule for New York Local Government Records (LGS-1), issued pursuant to Article 57-A of the Arts and Cultural Affairs Law, and containing legal minimum retention periods for local government records, is hereby adopted for use by all officers in legally disposing of valueless records listed therein.

FURTHER RESOLVED, that in accordance with Article 57-A:

(a) only those records will be disposed of that are described in Retention and Disposition Schedule for New York Local Government Records (LGS-1), after they have met the minimum retention periods described therein;

(b) only those records will be disposed of that do not have sufficient administrative, fiscal, legal, or historical value to merit retention beyond established legal minimum periods.

A motion was made by Commissioner Jackson, seconded by Commissioner Gregory, accepting the adoption of Resolution 2020-23. Approved 4-0.

MINUTES

A motion was made by Commissioner Holley, seconded by Commissioner Gregory, accepting the Minutes of the October 1, 2020 Regular Monthly Meeting and the October 20, 2020 2021 Proposed Budget Hearing and Special Meeting. Approved 4-0.

TREASURER'S REPORT

Mrs. Pearsall advised the Board that Integrated Technologies did not received the last three checks that she mailed to them. She will deliver a check personally to their Holtsville office.

Mrs. Pearsall also advised the Board that the 2021 Budget has been sent to the Town and to the State Comptroller’s Office and a copy will be posted on the District website.

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

ABSTRACT OF BILLS

A motion was made by Commissioner Holley, seconded by Commissioner Mattera, approving the Abstract of Bills for the General Fund consisting of 39 checks totaling $60,000.00 and to authorize the transfer of $90,000.00 from the Money Market to the Checking Account. Approved 4-0.

COMMUNICATIONS AND CORRESPONDENCE

A letter was received from the Department regarding the probationary membership of Kevin Murphy and the resignation of Kevin Rousell.

OLD BUSINESS

Commissioner Holley advised the Board that he had reviewed the computers that we now have and advised that they are obsolete and need to be replaced. A motion was made by Commissioner Holley, seconded by Commissioner Jackson, authorizing the purchase, from Fluid Imagery, of eight (8) Computers, at an approximate cost of $9,355.00. Approved 4-0.

Commissioner Gregory advised the Board that the work at Station 2 is almost complete. The members were very cooperative and did their best. Dave and Jack also did a fantastic job. He also advised that the parking lot lights need to be replaced and that Dave will be making a butcher block table for the crew area and will use the chairs that are on hand. The old floor that was on top of the concrete floor was taken up and painted.

A motion was made by Commissioner Mattera, seconded by Commissioner Holley, authorizing the purchase, from Revco, of twelve (12) Lights for the parking lot, at a cost of $54.00 each. Approved 4-0.

Commissioner Gregory also advised the Board that, last week, the ambulance had a COVID incident. After a brief discussion, the Board agreed that, when this happens, the ambulance should not be brought into the Main Firehouse. It should be taken “out-of-service” and stored in the Steel Building while waiting to be cleaned.

Commissioner Gregory stated that he is working on the Five Year Plan.

Commissioner Jackson thanked Commissioner Gregory for the work he had accomplished at Station 2.

Commissioner Jackson advised the Board of the following:

1. The siren pole will be installed tomorrow.

2. The booster for the cell phone antenna was set up today.

3. The antique truck is still not resolved. Restoration is costly.

4. He and Commissioner Schaefer met with a rep from Aralys Design regarding the memorial plans. Aralys stated that the District will only be billed for staff costs.

Commissioner Jackson also advised the Board that Commissioner Schaefer advised him that the lawn mower will cost approximately $1,200.00 to be repaired and that a new one will cost approximately $3,500.00.

NEW BUSINESS

Commissioner Jackson advised the Board that the Blood Drive will be held in the Steel Building and that the Red Cross will be responsible for cleaning up after the Drive.

Commissioner Mattera advised the Board that he will contact Clean Co. to see what they would recommend using to sanitize the building.

A motion was made by Commissioner Holley, seconded by Commissioner Gregory, approving the purchase of one (1) Wagner Paint Sprayer, at a cost not to exceed $500.00. Approved 4-0.

2020-24. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to declare the audio/visual cart as surplus property and to accept the offer of $20.00 from Regina Schaefer to purchase the cart.

A motion was made by Commissioner Holley, seconded by Commissioner Gregory, accepting the adoption of Resolution 2020-24. Approved 4-0.

With regard to the upcoming election, Mrs. Gregory advised the Board that the election will still be held in the Meeting Room and signs will be posted regarding masks and social distancing. Masks and hand sanitizer will be available. Each person will be given their own pen to use for signing the book, the poll sheet and marking the ballot. They may keep the pen or throw it out. The large table at the back of the room will be used for the election paperwork. The first area will be for signing the book. Six+ feet down the table will be the poll sheet and ballot. The third station will be the ballot box. There will be no socializing in the room. An election inspector will monitor the masks and distancing.

Commissioner Jackson stated that the Facility Use Agreement needs to be reviewed and that a decision needs to be made as to what the future plans are for the Main Firehouse and Station 2.

Commissioner Jackson suggested speaking with Dennis regarding a preventive maintenance and repairs contract for the electronics.

Commissioner Gregory advised the Board that, in the Steel Building, there are uniforms and shirts being stored and that they should be sized and cleaned when needed.

A motion was made by Commissioner Jackson, seconded by Commissioner Matttera, accepting the probationary membership in the Department of Kevin Murphy and the resignation of Kevin Rousell, pending the return of all of the equipment issued to him by the District. Approved 4-0.

No workshop was scheduled.

At 9:04 p.m., there being no further business, a motion was made by Commissioner Holley, seconded by Commissioner Jackson, to adjourn the meeting. Approved 4-0.

Submitted by

                                                                                                                                                                                                                                                                                                                                                                                                                                                                        Lorraine Gregory, Secretary