EAST QUOGUE FIRE DISTRICT
ORGANIZATIONAL MEETING
JANUARY 5, 2023
The Organizational Meeting of the Board of Fire Commissioners of the East Quogue Fire
District was called to order by Secretary Lorraine Gregory, at 7:00 p.m. Present were
Commissioners Allyn Jackson, Stephen Gregory, James Schaefer and Robert Despres,
Treasurer Colleen Pearsall and Secretary Lorraine Gregory.
Newly elected Commissioner Robert Despres was sworn in by Secretary Lorraine
Gregory.
Nominations for Chairman were called. Commissioner James Schaefer was nominated
for Chairman by Commissioner Jackson, seconded by Commissioner Gregory. Approved
3-0. Recused – 1 – Commissioner Schaefer.
There being no further nominations, a motion was made by Commissioner Jackson,
seconded by Commissioner Gregory, closing the nominations. Approved 4-0.
Nominations for Vice-Chairman were called. Commissioner Allyn Jackson was
nominated for Vice-Chairman by Commissioner Gregory, seconded by Commissioner
Despres. Approved 3-0. Recused 1 - Commissioner Jackson.
There being no further nominations, a motion was made by Commissioner Gregory,
seconded by Commissioner Despres, closing the nominations. Approved 4-0.
Chairman James Schefer took charge of the meeting and called for the appointment of
Lorraine Gregory as District Secretary for the term of one (1) year with a monthly
retainer of $1,500.00.
A resolution was drawn up and states as follows:
2023-01. The Board of Fire Commissioners of the East Quogue Fire District hereby
resolve to appoint Lorraine Gregory as District Secretary for the term of one (1) year with
a monthly retainer of $1,500.00.
A motion was made by Commissioner Jackson, seconded by Commissioner Despres,
accepting adoption of Resolution 2023-01. Approved 3-0. Recused 1 - Commissioner
Gregory.
Chairman James Schaefer called for the appointment of Colleen Pearsall as District
Treasurer and Human Resources Officer for the term of one (1) year with a monthly
retainer of $1,600.00.
A resolution was drawn up and states as follows:
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2023-02. The Board of Fire Commissioners of the East Quogue Fire District hereby
resolve to appoint Colleen Pearsall as District Treasurer and Human Resources Officer
for the term of one (1) year with a monthly retainer of $1,600.00.
A motion was made by Commissioner Gregory, seconded by Commissioner Jackson,
accepting adoption of Resolution 2023-02. Approved 4-0.
Secretary Lorraine Gregory and Treasurer Colleen Pearsall were sworn in by Chairman
James Schaefer.
Chairman Schaefer placed in the Minutes of the Organizational Meeting the notification
of the meeting sent to the media.
A motion was made by Commissioner Jackson, seconded by Commissioner Schaefer,
appointing William F. Glass, Jr., Esq., as the Attorney for the District. Approved 4-0.
A resolution was drawn up and states as follows:
2023-03. The Board of Fire Commissioners of the East Quogue Fire District hereby
resolve to appoint William F. Glass, Jr., Esq. as the Attorney for the District with an
annual retainer of $6,548.40 for services outlined in Schedule A including attendance at
one (1) monthly meeting – Legal Services Section I and II, an hourly rate of $300.00
(billed in ¼ hour increments) for services outlined in Schedule A – Legal Services
Section III and reimbursement of no more than $250.00 which is 1/25 of his actual and
necessary expenses in connection with his attendance at the two annual meetings of the
AFDSNY and the annual meeting of the NFPA.
A motion was made by Commissioner Jackson, seconded by Commissioner Gregory,
accepting the “Southampton Press - Western Edition” as the official District newspaper.
Approved 4-0.
A resolution was drawn up and states as follows:
2023-04. The Board of Fire Commissioners of the East Quogue Fire District hereby
resolve to accept the “Southampton Press - Western Edition” as the official District
newspaper.
A motion was made by Commissioner Gregory, seconded by Commissioner Jackson,
accepting Dime Bank as the depository for the District and that Colleen Pearsall, as
Treasurer, be designated as the sole official to sign checks for the District. Approved 4-0.
A resolution was drawn up and states as follows:
2023-05. The Board of Fire Commissioners of the East Quogue Fire District hereby
resolve to accept Dime Bank as the depository for the District and that Colleen Pearsall,
as Treasurer, be designated as the sole official to sign checks for the District.
A motion was made by Commissioner Gregory, seconded by Commissioner Jackson,
authorizing that checks written for payments in the amount of $5,000.00 or more be
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signed by both the Treasurer, Colleen Pearsall, and in her absence, by the Secretary,
Lorraine Gregory and the Chairman of the Board, James Schaefer, and in the Chairman’s
absence, by Vice-Chairman Allyn Jackson. Approved 4-0.
A resolution was drawn up and states as follows:
2023-06. The Board of Fire Commissioners of the East Quogue Fire District hereby
resolve to authorize that checks written for payments in the amount of $5,000.00 or more
be signed by both the Treasurer, Colleen Pearsall, and in her absence, by the Secretary,
Lorraine Gregory and the Chairman of the Board, James Schaefer, and in the Chairman’s
absence, by Vice-Chairman Allyn Jackson.
A motion was made by Commissioner Despres, seconded by Commissioner Jackson,
designating that the 2023 Monthly Meetings of the East Quogue Fire District be held at
the East Quogue Firehouse on the first Thursday of the month, at 7:30 p.m. The Budget
Hearing will be held on Tuesday, October 17, 2023, at 7:00 p.m. Immediately following
the Budget Hearing, there will be a Special Meeting to adopt the 2024 Budget. The Year-
End Meeting will be held on Thursday, December 28, 2023, at 10:00 a.m. Workshops
will be held, as needed, on the fourth Thursday of each month at 7:00 p.m. Approved 4-0.
A motion was made by Commissioner Gregory, seconded by Commissioner Jackson,
approving the renewal of the Surety Bond covering the Treasurer in the amount of
$2,500,000.00. Approved 4-0
A motion was made by Commissioner Gregory, seconded by Commissioner Schaefer, to
participate in the membership of the following organizations:
Association of Fire Districts State of New York
FDIC
International Chiefs Association
New York State Chiefs Association
Southampton Town Fire District Association
Suffolk County Fire Districts Association Approved 4-0.
A motion was made by Commissioner Jackson, seconded by Commissioner Gregory,
approving Department membership in the following organizations:
Fire Chiefs Council of Suffolk County
New York State Chiefs Association
Southampton Town Chiefs Council
Southampton Town EMS
Suffolk County Fire Chiefs Association
South Fork Fire Police Association
Volunteer Police Association State of New York Approved 4-0.
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A motion was made by Commissioner Jackson, seconded by Commissioner Gregory, that
the following committees be in effect:
HOUSE
All Commissioners as listed.
Website - Ed Seltenreich, Robert Despres
Key System - Ed Seltenreich, James Schaefer
Dinner Dance - Allyn Jackson, James Schaefer
ID Cards - Ed Seltenreich, James Schaefer
Room Requests - Allyn Jackson, Stephen Gregory
PURCHASING
Firematic Equipment and Supplies - James Schaefer, Stephen Gregory
Medical Equipment and Supplies - James Schaefer, Ed Seltenreich
Electronic Equipment and Supplies - Stephen Gregory, Ed Seltenreich
Uniforms - Stephen Gregory, Robert Despres
Misc. Supplies - Allyn Jackson, Stephen Gregory
MAINTENANCE AND REPAIR
Apparatus and Automotive - Allyn Jackson, James Schaefer
Firematic Equipment and Tools - Stephen Gregory, James Schaefer
EMS Equipment - James Schaefer, Ed Seltenreich
Buildings - Stephen Gregory, Allyn Jackson
Grounds - James Schaefer, Robert Despres
AUDITING
James Schaefer, Chairman
Colleen Pearsall, Treasurer
Robert Despres, Commissioner
SERVICE AWARD PROGRAM
James Schaefer
Allyn Jackson
Robert Despres
EMPLOYEE AND DEPARTMENT MEMBERSHIP WELFARE - Department
Physicals, Physical Fitness Program, Workmen’s Compensation, VFBL
James Schaefer
Allyn Jackson
Robert Despres
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NEW APPARATUS PURCHASING
All Commissioners
Two Commissioners on the Truck Committee
FIREHOUSE ATTENDANT - Supervisory and Evaluation Review
Stephen Gregory
Robert Despres
OFFICE PERSONNEL - Supervisory and Evaluation Review
James Schaaefer
Allyn Jackson
FIRST RESPONDER PROGRAM - Supervisory and Evaluation Review
James Schaefer
Ed Seltenreich
Brian Danowski
INSURANCE POLICY AND ACCIDENT CLAIMS
Allyn Jackson
Robert Despres
Ed Seltenreich
MAJOR CONSTRUCTION
Allyn Jackson
Stephen Gregory Approved 4-0.
A motion was made by Commissioner Jackson, seconded by Commissioner Gregory, to
retain David Schaffauer as Fire District Facilities Supervisor, at an hourly rate of $35.00
and to include 20% of the health insurance family plan of $33,164.88 currently being
paid by the District for the Full Time Medical Coordinator which amounts to $127.55 per
pay period. Approved 4-0.
A resolution was drawn up and states as follows:
2023-07. The Board of Fire Commissioners of the East Quogue Fire District hereby
resolve to retain David Schaffauer as Fire District Facilities Supervisor, at an hourly rate
of $35.00 and to include 20% of the health insurance family plan of $33,164.88 currently
being paid by the District for the Full Time Medical Coordinator which amounts to
$127.55 per pay period..
A motion was made by Commissioner Gregory, seconded by Commissioner Despres, to
retain John C. Ryckman as Part Time Custodian, at an hourly rate of $23.00. Approved
4-0.
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A resolution was drawn up and states as follows:
2023-08. The Board of Fire Commissioners of the East Quogue Fire District hereby
resolve to retain Jack Ryckman as Part Time Custodian, at an hourly rate of $23.00.
A motion was made by Commissioner Jackson, seconded by Commissioner Gregory, to
retain Brian Danowski as Full Time Medical Coordinator, at an hourly rate of $39.00 and
includes health insurance. Approved 4-0.
A resolution was drawn up and states as follows:
2023-09. The Board of Fire Commissioners of the East Quogue Fire District hereby
resolve to retain Brian Danowski as Full Time Medical Coordinator, at an hourly rate of
$39.00 and to include health insurance.
A motion was made by Commissioner Jackson, seconded by Commissioner Gregory, to
retain Jeff Corazzini as Assistant Full Time Medical Coordinator, at an hourly rate of
$33.00 and to include health insurance.
A resolution was drawn up and states as follows:
2023-10. The Board of Fire Commissioners of the East Quogue Fire District hereby
resolve to retain Jeff Corazzini as Assistant Full Time Medical Coordinator, at an hourly
rate of $33.00 and to include health insurance.
A motion was made by Commissioner Jackson, seconded by Commissioner Gregory, to
retain On Call Paramedics, at an hourly rate of $29.00 and On Call Basic EMT’s, at an
hourly rate of $22.00. Approved 4-0.
A resolution was drawn up and states as follows:
2023-11. The Board of Fire Commissioners of the East Quogue Fire District hereby
resolve to retain On Call Paramedics, at an hourly rate of $29.00 and On Call Basic
EMT’s, at an hourly rate of $22.00.
A motion was made by Commissioner Gregory, seconded by Commissioner Jackson, to
retain part time labor for the performance of miscellaneous incidental work, at an hourly
rate of $25.00. Approved 4-0.
A resolution was drawn up and states as follows:
2023-12. The Board of Fire Commissioners of the East Quogue Fire District hereby
resolve to retain part time labor for the performance of miscellaneous incidental work, at
an hourly rate of $25.00.
At this point, the Board authorized the Treasurer to file a copy of the Annual Report to
the Department of Audit and Control within sixty (60) days after the end of the fiscal year
(March 1, 2023) and to submit same to the Board.
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A motion was made by Commissioner Gregory, seconded by Commissioner Jackson, to
reaffirm the East Quogue Fire District Policy and Procedures Manual, as revised January
2, 2020, containing the following:
DISTRICT ADMINISTRATION
DA-001 Alcohol Policy (Use and Distribution of)
DA-002 Public Access to Records (FOIL)
DA-003 Military Leave Policy
DA-004 Driver Training and Response Policy (formerly DO-012)
DA-005 Cell Phone Policy (Issuance and Use of)
DA-006 Code of Ethics
DA-007 Credit Card Policy
DA-008 Conduct of Elections Policy
DA-009 Social Media Policy
DA-010 Classification of Firefighters Policy
DA-011 Medical Leave Policy
DA-012 Procurement Policy
DA-013 Progressive Discipline Policy
DA-014 Public Comment at Meetings Policy
DA-015 Travel Expense Policy
DA-016 Workplace Harassment Policy
DA-017 Investment Policy
DA-018 Fixed Assets Policy
DA-019 Inspection Dinner Policy
DA-020 Use of Chiefs’ Vehicles Policy
DA-021 Meals and Refreshments Policy
DA-022 Uniform Guidelines For Determining The Responsibility of
Bidders
DA-023 Defense and Indemnification of Fire District Officers Policy
DA-024 Records Retention Policy
DA-025 Substance Abuse Policy
DA-026 Seat Belt Use Policy
DA-027 Fund Balance Policy
DA-028 Privacy Breach Notification Policy
DA-030 Sexual Harassment Policy and Complaint Form For Reporting
Sexual Harassment
DA-031 Use of Facility Policy
DISTRICT ORGANIZATION
DO-001 Organizational Statement
DO-002 Health and Safety Plan Policy
DO-003 Risk Management Plan Policy
DO-004 Accident/Injury Investigation Policy
DO-005 Infectious Disease Control Policy
DO-006 Workplace Violence Policy
DO-007 Incident Rehabilitation Policy
DO-008 Emergency Escape/Self Rescue Policy
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DO-009 Firefighter Qualification Policy
DO-010 Child Abuse Report Policy
DO-011 Respiratory Protection Policy
Approved 4-0.
2023-13. The Board of Fire Commissioners of the East Quogue Fire District hereby
resolve to reaffirm the East Quogue Fire District Policy and Procedures Manual, as
revised January 2, 2020, containing the following:
DISTRICT ADMINISTRATION
DA-001 Alcohol Policy (Use and Distribution of)
DA-002 Public Access to Records (FOIL)
DA-003 Military Leave Policy
DA-004 Driver Training and Response Policy (formerly DO-012)
DA-005 Cell Phone Policy (Issuance and Use of)
DA-006 Code of Ethics
DA-007 Credit Card Policy
DA-008 Conduct of Elections Policy
DA-009 Social Media Policy
DA-010 Classification of Firefighters Policy
DA-011 Medical Leave Policy
DA-012 Procurement Policy
DA-013 Progressive Discipline Policy
DA-014 Public Comment at Meetings Policy
DA-015 Travel Expense Policy
DA-016 Workplace Harassment Policy
DA-017 Investment Policy
DA-018 Fixed Assets Policy
DA-019 Inspection Dinner Policy
DA-020 Use of Chiefs’ Vehicles Policy
DA-021 Meals and Refreshments Policy
DA-022 Uniform Guidelines For Determining The Responsibility of
Bidders
DA-023 Defense and Indemnification of Fire District Officers Policy
DA-024 Records Retention Policy
DA-025 Substance Abuse Policy
DA-026 Seat Belt Use Policy
DA-027 Fund Balance Policy
DA-028 Privacy Breach Notification Policy
DA-030 Sexual Harassment Policy and Complaint Form For Reporting
Sexual Harassment
DA-031 Use of Facility Policy
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DISTRICT ORGANIZATION
DO-001 Organizational Statement
DO-002 Health and Safety Plan Policy
DO-003 Risk Management Plan Policy
DO-004 Accident/Injury Investigation Policy
DO-005 Infectious Disease Control Policy
DO-006 Workplace Violence Policy
DO-007 Incident Rehabilitation Policy
DO-008 Emergency Escape/Self Rescue Policy
DO-009 Firefighter Qualification Policy
DO-010 Child Abuse Report Policy
DO-011 Respiratory Protection Policy
Approved 4-0.
A motion was made by Commissioner Jackson, seconded by Commissioner Gregory,
reestablishing the following Capital Reserve Funds:
Building & Grounds Reserve Fund (Generic)
Apparatus & Equipment Reserve Fund (Generic)
Communications Reserve Fund (Generic)
Approved 4-0.
A resolution was drawn up and states as follows:
2023-14. The Board of Fire Commissioners of the East Quogue Fire District hereby
resolve to reestablish the following Capital Reserve Funds:
Building & Grounds Reserve Fund (Generic)
Apparatus & Equipment Reserve Fund (Generic)
Communications Reserve Fund (Generic)
A motion was made by Commissioner Gregory, seconded by Commissioner Despres,
reaffirming the Financial Reporting Requirements of Governmental Accounting
Standards Board (GASB) Statement 54. Approved 4-0.
A resolution was drawn up and states as follows:
2023-15. The Board of Fire Commissioners of the East Quogue Fire District hereby
resolve to reaffirm the Financial Reporting Requirements of Governmental Accounting
Standards Board (GASB) Statement 54 now in effect.
At 7:30 p.m., there being no further business for the Organizational Meeting, a motion
was made by Commissioner Schaefer, seconded by Commissioner Gregory, to adjourn
the meeting. Approved 4-0.
Submitted by:
Lorraine Gregory, Secretary