ORGANIZATIONAL MEETING 2019

EAST QUOGUE FIRE DISTRICT

ORGANIZATIONAL MEETING

JANUARY 3, 2019

 

The Organizational Meeting of the Board of Fire Commissioners of the East Quogue Fire District was called to order by Treasurer, Nancy Knotoff, at 7:02 p.m. Present were Commissioners Allyn Jackson, Stephen Gregory, James Schaefer, Michael Mattera and Jennifer Davonski, Chief Scott Flynn and Second Assistant Chief Ted Jankowski, Firehouse Attendant David Schaffauer, First Responder Amit Patel (7:35 p.m.), Treasurer Nancy Knotoff and Secretary Lorraine Gregory.

 

Newly elected Commissioner Stephen Gregory was sworn in by the Treasurer, Nancy Knotoff.

Nominations for Chairman were called. Commissioner Allyn Jackson was nominated for Chairman by Commissioner Schaefer, seconded by Commissioner Davonski. Approved 5-0.

There being no further nominations, a motion was made by Commissioner Schaefer, seconded by Commissioner Gregory, closing the nominations. Approved 5-0.

Nominations for Vice-Chairman were called. Commissioner James Schaefer was nominated for Vice-Chairman by Commissioner Jackson, seconded by Commissioner Davonski. Approved 5-0.

There being no further nominations, a motion was made by Commissioner Mattera, seconded by Commissioner Gregory, closing the nominations. Approved 5-0.

Commissioner Jackson took charge of the meeting and at 7:05 p.m., a motion was made by Commissioner Jackson, seconded by Commissioner Schaefer, calling the meeting into Executive Session to discuss the diversion of certain positions within the District. Approved 5-0.

At this point, Commissioner Jackson asked Commissioner Stephen Gregory, Secretary Lorraine Gregory, Chief Scott Flynn, Second Assistant Chief Ted Jankowski and Firehouse Attendant David Schaffauer to leave the meeting room.

As per Commissioner Jackson, at 7:16 p.m., a motion was made by Commissioner Schaefer, seconded by Commissioner Davonski, calling the meeting out of Executive Session. Approved 4-0.

The Treasurer then asked Commissioner Stephen Gregory, Secretary Lorraine Gregory, Chief Scott Flynn, Second Assistant Chief Ted Jankowski and Firehouse Attendant David Schaffauer to join the meeting.

The monthly retainer of $1,202.00 was set for the Secretary, Lorraine Gregory.

A resolution was drawn up and states as follows:

2019-01. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve that the 2019 monthly retainer for the District Secretary be set at $1,202.00.

A motion was made by Commissioner Davonski, seconded by Commissioner Schaefer, accepting adoption of Resolution 2019-01. Approved 4-0. Recused 1 - Commissioner Gregory.

Chief Scott Flynn and Second Assistant Chief Ted Jankowski were sworn in by the Treasurer, Nancy Knotoff.

The monthly retainer of $1,365.91 was set for the Treasurer, Nancy Knotoff.

A resolution was drawn up and states as follows:

2019-02. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve that the District Treasurer receive a monthly retainer of $1,365.91.

A motion was made by Commissioner Schaefer, seconded by Commissioner Davonski, accepting adoption of Resolution 2019-02. 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 Davonski, 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:

2019-03. 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 $6,300.00 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 $200.00 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 Schaefer, seconded by Commissioner Gregory, accepting the “Southampton Press - Western Edition” as the official District newspaper. Approved 5-0.

A resolution was drawn up and states as follows:

2019-04. 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 Davonski, seconded by Commissioner Jackson, accepting HSBC, Bridgehampton National and Peoples United 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:

2019-05. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to accept HSBC, Bridgehampton National and Peoples United 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 Schaefer, 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:

2019-06. 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 Mattera, seconded by Commissioner Schaefer, designating that the 2019 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., with the exception of the May meeting which will be held on Monday, May 6, 2019 at 7:30 p.m. and the July meeting which will be held on Tuesday, July 9, 2019 at 7:30 p.m. The Budget Hearing will be held on Tuesday, October 15, 2019, at 7:30 p.m. Immediately following the Budget Hearing, there will be a Special Meeting to adopt the 2020 Budget. The Year-End Meeting will be held on Friday, December 27, 2019, at 7:30 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 Schaefer, seconded by Commissioner Davonski, 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 Davonski, 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 Davonski, seconded by Commissioner Jackson, 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 5-0.

A motion was made by Commissioner Jackson, seconded by Commissioner Davonski, that the following committees be in effect:

HOUSE

All Commissioners as listed.

Website - Jennifer Davonski, Michael Mattera

Key System - Jennifer Davonski, James Schaefer

Dinner Dance - Allyn Jackson, James Schaefer

ID Cards - Jennifer Davonski, James Schaefer

Room Requests - Allyn Jackson, Stephen Gregory

Juniors - Jennifer Davonski, Michael Mattera

PURCHASING

Firematic Equipment and Supplies - James Schaefer, Stephen Gregory

Medical Equipment and Supplies - James Schaefer, Jennifer Davonski

Electronic Equipment and Supplies - Stephen Gregory, Jennifer Davonski

Uniforms - Jennifer Davonski, Michael Mattera

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, Jennifer Davonski

Buildings - Allyn Jackson, Stephen Gregory

Grounds - James Schaefer, Michael Mattera

AUDITING

Allyn Jackson, Chairman

Nancy Knotoff, Treasurer

SERVICE AWARD PROGRAM

James Schaefer

Allyn Jackson

Michael Mattera

EMPLOYEE AND DEPARTMENT MEMBERSHIP WELFARE - Department Physicals, Physical Fitness Program, Workmen’s Compensation, VFBL

James Schaefer

Allyn Jackson

Michael Mattera

NEW APPARATUS PURCHASING

All Commissioners

FIREHOUSE ATTENDANT - Supervisory and Evaluation Review

Stephen Gregory

Michael Mattera

OFFICE PERSONNEL - Supervisory and Evaluation Review

Allyn Jackson

James Schaefer

FIRST RESPONDER PROGRAM - Supervisory and Evaluation Review

James Schaefer

Jennifer Davonski

INSURANCE POLICY AND ACCIDENT CLAIMS

Allyn Jackson

Michael Mattera

MAJOR CONSTRUCTION

All Commissioners

JUNIORS LIASON WITH THE CHIEF

Jennifer Davonski

Michael Mattera                                                                                              Approved 5-0.

A motion was made by Commissioner Mattera, seconded by Commissioner Schaefer, to retain David Schaffauer as Firehouse Attendant, at an hourly rate of $27.27. Approved 5-0.

A resolution was drawn up and states as follows:

2019-07. 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 $27.27.

A motion was made by Commissioner Schaefer, seconded by Commissioner Mattera, to retain John C. Ryckman as Part Time Custodian, at an hourly rate of $17.19. Approved 5-0.

A resolution was drawn up and states as follows:

2019-08. 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 $17.19.

A motion was made by Commissioner Schaefer, seconded by Commissioner Davonski, to retain First Responder, Amit Patel, at an hourly rate of $28.41 which includes disability insurance. Approved 5-0.

A resolution was drawn up and states as follows:

2019-09. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to retain First Responder, Amit Patel, at an hourly rate of $28.41 which includes disability insurance.

A motion was made by Commissioner Davonski, seconded by Commissioner Jackson, to retain all On Call First Responders, at an hourly rate of $22.00. Approved 5-0.

A resolution was drawn up and states as follows:

2019-10. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to retain all On Call First Responders, at an hourly rate of $22.00.

A motion was made by Commissioner Davonski, seconded by Commissioner Gregory, to retain part time labor for the performance of miscellaneous incidental work, at an hourly rate of $15.00 and miscellaneous mechanical work, at an hourly rate of $20.00. Approved 5-0.

A resolution was drawn up and states as follows:

2019-11. 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 $15.00 and miscellaneous mechanical work, at an hourly rate of $20.00.

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, 2019) and to submit same to the Board.

A motion was made by Commissioner Schaefer, seconded by Commissioner Davonski, to reaffirm the East Quogue Fire District Policy and Procedures Manual, as revised February 2, 2017, containing the following:

Distribution of Alcohol

                                    Public Access to Records

                                    Military Leave

                                    Driver Standards Vehicle Operations

                                    District Cell Phone

                                    Code of Ethics

                                    Credit Card

                                    Conduct of Elections

                                    Social Media

                                    Classification of Firefighters

                                    Medical Leave

                                    Procurement

                                    Progressive Discipline

                                    Public Comment at a Meeting

                                    Travel Expense

                                    Workplace Harassment

                                    Investments

                                    Fixed Assets

                                    Inspection Dinner

                                    Use of Chief’s Vehicle

                                    Meals and Reimbursement

                                    Bidding

                                    Indemnification Fire District Officers

                                    Records Retention

                                    Substance Abuse

                                    Seat Belt Use

                                    Fund Balance

                                    Sexual Harassment

                                    Privacy Breach Notification Policy

                                                                                                            Approved 5-0.

2019-12. 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 February 2, 2017, containing the following:

                                    Distribution of Alcohol

                                    Public Access to Records

                                    Military Leave

                                    Driver Standards Vehicle Operations

                                    District Cell Phone

                                    Code of Ethics

                                    Credit Card

                                    Conduct of Elections

                                    Social Media

                                    Classification of Firefighters

                                    Medical Leave

                                    Procurement

                                    Progressive Discipline

                                    Public Comment at a Meeting

                                    Travel Expense

                                    Workplace Harassment

                                    Investments

                                    Fixed Assets

                                    Inspection Dinner

                                    Use of Chief’s Vehicle

                                    Meals and Reimbursement

                                    Bidding

                                    Indemnification Fire District Officers

                                    Records Retention

                                    Substance Abuse

                                    Seat Belt Use

                                    Fund Balance 

Sexual Harassment

                                    Privacy Breach Notification Policy

A motion was made by Commissioner Schaefer, seconded by Commissioner Davonski, reestablishing the following Capital Reserve Funds:

Building & Grounds Reserve Fund (Generic)

Apparatus & Equipment Reserve Fund (Generic)

                        Communications Reserve Fund (Generic)

                                                                                                            Approved 5-0.

A resolution was drawn up and states as follows:

2019-13. 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 Davonski, seconded by Commissioner Gregory, 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:

2019.14. 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 7:49 p.m., there being no further business for the Organizational Meeting, a motion was made by Commissioner Jackson, seconded by Commissioner Davonski, to adjourn the meeting. Approved 5-0.

Submitted by:

Lorraine Gregory, Secretary