EAST QUOGUE FIRE DISTRICT
ORGANIZATIONAL MEETING
JANUARY 5, 2017
The Organizational Meeting of the Board of Fire Commissioners of the East Quogue Fire District was called to order by Treasurer, Nancy Knotoff, at 7:00 p.m. Present were Commissioners Allyn Jackson, Aaron Sacks, James Schaefer, Jonathan Erwin and Jennifer Davonski, Chief Scott Davonski, First Assistant Chief Scott Flynn, Second Assistant Chief David Rosante, Firehouse Attendant David Schaffauer, First Responder Amit Patel, Treasurer Nancy Knotoff and Secretary Lorraine Gregory.
Nominations for Chairman were called. Commissioner Allyn Jackson was nominated for Chairman by Commissioner Sacks, seconded by Commissioner Schaefer. Approved 5-0.
There being no further nominations, a motion was made by Commissioner Sacks, seconded by Commissioner Erwin, closing the nominations. Approved 5-0.
Nominations for Vice-Chairman were called. Commissioner James Schaefer was nominated for Vice-Chairman by Commissioner Davonski, seconded by Commissioner Sacks. Approved 5-0.
There being no further nominations, a motion was made by Commissioner Davonski, seconded by Commissioner Sacks, closing the nominations. Approved 5-0.
Re-elected Commissioner Allyn Jackson, was sworn in by the Treasurer, Nancy Knotoff.
Chief Scott Davonski, First Assistant Scott Flynn and Second Assistant Chief David Rosante were sworn in by the Treasurer, Nancy Knotoff.
Chairman Allyn Jackson took charge of the meeting and called for the appointment of Lorraine Gregory, as Secretary, with a monthly retainer of $1,133.00.
A resolution was drawn up and states as follows:
2017-01. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to appoint Lorraine Gregory as District Secretary with a monthly retainer of $1,133.00.
A motion was made by Commissioner Schaefer, seconded by Commissioner Erwin, accepting adoption of Resolution 2017-01. Approved 5-0.
Mrs. Gregory was sworn in by the Treasurer, Nancy Knotoff.
The monthly retainer of $1,287.50 was set for the Treasurer, Nancy Knotoff.
A resolution was drawn up and states as follows:
2017-02. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve that the District Treasurer receive a monthly retainer of $1,287.50.
A motion was made by Commissioner Sacks, seconded by Commissioner Erwin, accepting adoption of Resolution 2017-02. Approved 5-0.
Chairman Jackson placed in the Minutes of the Organizational Meeting the notification of the meeting sent to the media.
A motion was made by Commissioner Sacks, seconded by Commissioner Schaefer, appointing William F. Glass, Jr., Esq., as the Attorney for the District. Approved 5-0.
A resolution was drawn up and states as follows:
2017-03. 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 $6,000.00 for services outlined in Schedule A including attendance at one (1) monthly meeting – Legal Services Section I and II, an hourly rate of $250.00 (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, the annual meeting of the NFPA and the annual meeting of the National Volunteer Fire Council (NVFC).
A motion was made by Commissioner Sacks, seconded by Commissioner Schaefer, accepting the “Southampton Press - Western Edition” as the official District newspaper. Approved 5-0.
A resolution was drawn up and states as follows:
2017-04. 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 Sacks, seconded by Commissioner Davonski, accepting HSBC, Capital One and Suffolk County National Bank as depositories for the District and that Nancy Knotoff, as Treasurer, be designated as the sole official to sign checks for the District. Approved 5-0.
A resolution was drawn up and states as follows:
2017-05. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to accept HSBC, Capital One and Suffolk County National Bank as depositories for the District and that Nancy Knotoff, as Treasurer, be designated as the sole official to sign checks for the District.
A motion was made by Commissioner Sacks, seconded by Commissioner Davonski, authorizing that checks written for payments in the amount of $5,000.00 or more be signed by the Treasurer, Nancy Knotoff, and the Chairman of the Board, Allyn Jackson, and in the Chairman’s absence, by Vice-Chairman James Schaefer. Approved 5-0.
A resolution was drawn up and states as follows:
2017-06. 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, Nancy Knotoff, and the Chairman of the Board, Allyn Jackson, and in the Chairman’s absence, by Vice-Chairman James Schaefer.
A motion was made by Commissioner Sacks, seconded by Commissioner Schaefer, designating that the 2017 Monthly Meetings of the 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, 2017, at 7:00 p.m. Immediately following the Budget Hearing, there will be a Special Meeting to adopt the 2018 Budget. The Year-End Meeting will be held on Tuesday, December 26, 2017, at 7:00 p.m. Workshops will be held, as needed, on the fourth Wednesday of each month at 7:30 p.m. Approved 5-0.
A motion was made by Commissioner Sacks, seconded by Commissioner Schaefer, approving the renewal of the Surety Bond covering the Treasurer in the amount of $975,000.00. Approved 5-0
A motion was made by Commissioner Schaefer, seconded by Commissioner Sacks, 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 5-0.
A motion was made by Commissioner Sacks, seconded by Commissioner Davonski, approving Department membership in the following organizations:
New York State Chiefs Association
Southampton Town Chiefs Council
Southampton Town EMS
Suffolk County Fire Chiefs Association
South Fork Fire Police Association Approved 5-0.
A motion was made by Commissioner Erwin, seconded by Commissioner Davonski, that the following committees be in effect:
HOUSE
All Commissioners as listed.
Website - Aaron Sacks, Allyn Jackson
Key System - Jonathan Erwin, Aaron Sacks
Dinner Dance - Aaron Sacks, Allyn Jackson
ID Cards - Jonathan Erwin, Aaron Sacks
Room Requests - Allyn Jackson, James Schaefer
Juniors - Jennifer Davonski, Jonathan Erwin
PURCHASING
Firematic Equipment and Supplies - Jonathan Erwin, Aaron Sacks
Medical Equipment and Supplies - James Schaefer, Jennifer Davonski
Electronic Equipment and Supplies - Jonathan Erwin, Aaron Sacks
Uniforms - Aaron Sacks, Allyn Jackson
Misc. Supplies - Jonathan Erwin, Allyn Jackson
MAINTENANCE AND REPAIR
Apparatus and Automotive - Jonathan Erwin, Aaron Sacks
Firematic Equipment and Tools - Aaron Sacks, Jonathan Erwin
EMS Equipment - James Schaefer, Jennifer Davonski
Buildings - Allyn Jackson, Aaron Sacks
Grounds - Jonathan Erwin, James Schaefer
AUDITING
Allyn Jackson, Chairman
Nancy Knotoff, Treasurer
SERVICE AWARD PROGRAM
James Schaefer
Aaron Sacks
EMPLOYEE AND DEPARTMENT MEMBERSHIP WELFARE - Department Physicals, Physical Fitness Program, Workmen’s Compensation, VFBL
Aaron Sacks
Allyn Jackson
NEW APPARATUS PURCHASING
All Commissioners
FIREHOUSE ATTENDANT - Supervisory and Evaluation Review
Jonathan Erwin
Allyn Jackson
OFFICE PERSONNEL - Supervisory and Evaluation Review
Allyn Jackson
Aaron Sacks
FIRST RESPONDER PROGRAM - Supervisory and Evaluation Review
James Schaefer
Jennifer Davonski
MAJOR CONSTRUCTION
All Commissioners
JUNIORS LIASON WITH THE CHIEF
Jennifer Davonski
Jonathan Erwin Approved 5-0.
A motion was made by Commissioner Sacks, seconded by Commissioner Davonski, to retain David Schaffauer as Firehouse Attendant, at an hourly rate of $25.61. Approved 5-0.
A resolution was drawn up and states as follows:
2017-07. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to retain David Schaffauer as Firehouse Attendant, at an hourly rate of $25.61.
A motion was made by Commissioner Schaefer, seconded by Commissioner Sacks, to retain John C. Ryckman as Part Time Custodian, at an hourly rate of $16.20. Approved 5-0.
A resolution was drawn up and states as follows:
2017-08. 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 $16.20.
A motion was made by Commissioner Sacks, seconded by Commissioner Erwin, to retain First Responder, Amit Patel, at an hourly rate of $26.78. Approved 5-0.
A resolution was drawn up and states as follows:
2017-09. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to retain First Responder, Amit Patel, at an hourly rate of $26.78.
A motion was made by Commissioner Davonski, seconded by Commissioner Schaefer, to retain the On Call First Responders, at an hourly rate of $20.60. Approved 5-0.
A resolution was drawn up and states as follows:
2017-10. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to retain the On Call First Responders, at an hourly rate of $20.60.
A motion was made by Commissioner Schaefer, seconded by Commissioner Davonski, to retain On Call First Responder, Amanda Paparatto, at an hourly rate of $21.12. Approved 5-0.
A resolution was drawn up and states as follows:
2017-11. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to retain On Call First Responder, Amanda Paparatto, at an hourly rate of $21.12. Approved 5-0.
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, 2017) and to submit same to the Board.
A motion was made by Commissioner Sacks, seconded by Commissioner Jackson, to reaffirm at the February 2, 2017 Regular Monthly Meeting the District’s revised and amended Policy and Procedures after being further reviewed and discussed by the Board. Approved 5-0.
A motion was made by Commissioner Sacks, seconded by Commissioner Davonski, reestablishing the Capital Reserve Funds. Approved 5-0.
A resolution was drawn up and states as follows:
2017-12. 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 Sacks, seconded by Commissioner Davonski, reaffirming the Financial Reporting Requirements of Governmental Accounting Standards Board (GASB) Statement 54. Approved 5-0.
A resolution was drawn up and states as follows:
2017.13. 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 7:29 p.m., there being no further business for the Organizational Meeting, a motion was made by Commissioner Sacks, seconded by Commissioner Davonski, to adjourn the meeting. Approved 5-0.
Submitted by:
Lorraine Gregory, Secretary