Organizational Meeting 2021

EAST QUOGUE FIRE DISTRICT

ORGANIZATIONAL MEETING

JANUARY 7, 2021

 

The Organizational Meeting of the Board of Fire Commissioners of the East Quogue Fire District was called to order by Commissioner Allyn Jackson, at 7:00 p.m. Present were Commissioners Allyn Jackson, Stephen Gregory, James Schaefer and Michael Mattera, Chief Ted Jankowski, First Assistant Chief Paul Sulzinski and Second Assistant Chief Keith Phillips, Firehouse Attendant David Schaffauer, First Responder Amit Patel, Treasurer Colleen Pearsall and Secretary Lorraine Gregory.

 

 

Re-elected Commissioner James Schaefer was sworn in by Treasurer Colleen Pearsall.

Nominations for Chairman were called. Commissioner Allyn Jackson was nominated for Chairman by Commissioner Gregory, seconded by Commissioner Schaefer. Approved 4-0.

There being no further nominations, a motion was made by Commissioner Schaefer, seconded by Commissioner Gregory, closing the nominations. Approved 4-0.

Nominations for Vice-Chairman were called. Commissioner James Schaefer was nominated for Vice-Chairman by Commissioner Jackson, seconded by Commissioner Gregory. Approved 4-0.

There being no further nominations, a motion was made by Commissioner Mattera, seconded by Commissioner Gregory, closing the nominations. Approved 4-0.

Chairman Allyn Jackson 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 $1,324.67.

A resolution was drawn up and states as follows:

2021-01. 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 $1,324.67.

A motion was made by Commissioner Schaefer, seconded by Commissioner Mattera, accepting adoption of Resolution 2021-01. Approved 3-0. Recused 1 - Commissioner Gregory.

Chairman Allyn Jackson called for the appointment of Colleen Pearsall as District Treasurer for the term of one (1) year with a monthly retainer of $1,324.67.

A resolution was drawn up and states as follows:

2021-02. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to appoint Colleen Pearsall as District Treasurer for the term of one (1) year with a monthly retainer of $1,324.67.

A motion was made by Commissioner Schaefer, seconded by Commissioner Mattera, accepting adoption of Resolution 2021-02. Approved 4-0.

Secretary Lorraine Gregory and Treasurer Colleen Pearsall were sworn in by Chairman Allyn Jackson.

Chief Ted Jankowski, First Assistant Chief Paul Sulzinski and Second Assistant Chief Keith Phillips were sworn in by Chairman Allyn Jackson.

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 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:

2021-03. 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 $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:

2021-04. 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 Mattera, accepting BNB (Bridgehampton National 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:

2021-05. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to accept BNB (Bridgehampton National 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 Schaefer, seconded by Commissioner Jackson, authorizing 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, Allyn Jackson, and in the Chairman’s absence, by Vice-Chairman James Schaefer. Approved 4-0.

A resolution was drawn up and states as follows:

2021-06. 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, Allyn Jackson, and in the Chairman’s absence, by Vice-Chairman James Schaefer.

A motion was made by Commissioner Gregory, seconded by Commissioner Mattera, designating that the 2021 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 19, 2021, at 7:30 p.m. Immediately following the Budget Hearing, there will be a Special Meeting to adopt the 2022 Budget. The Year-End Meeting will be held on Wednesday, December 29, 2021, at 10:00 a.m. Workshops will be held, as needed, on the fourth Thursday of each month at 7:30 p.m. Approved 4-0.

A motion was made by Commissioner Schaefer, seconded by Commissioner Jackson, approving the renewal of the Surety Bond covering the Treasurer in the amount of $975,000.00. Approved 4-0

A motion was made by Commissioner Gregory, seconded by Commissioner Mattera, 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 Gregory, 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 4-0.

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

HOUSE

All Commissioners as listed.

Website - Robert Holley, Michael Mattera

Key System - Robert Holley, James Schaefer

Dinner Dance - Allyn Jackson, James Schaefer

ID Cards - Robert Holley, James Schaefer

Room Requests - Allyn Jackson, Stephen Gregory

Juniors - Allyn Jackson, Michael Mattera

PURCHASING

Firematic Equipment and Supplies - James Schaefer, Stephen Gregory

Medical Equipment and Supplies - James Schaefer, Robert Holley

Electronic Equipment and Supplies - Stephen Gregory, Robert Holley

Uniforms - Stephen Gregory, 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, Robert Holley

Buildings - Allyn Jackson, Stephen Gregory

Grounds - James Schaefer, Michael Mattera

AUDITING

Allyn Jackson, Chairman

Colleen Pearsall, Treasurer

Michael Mattera, Commissioner

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

Two Commissioners on the Truck Committee

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

Robert Holley

Amit Patel

INSURANCE POLICY AND ACCIDENT CLAIMS

Allyn Jackson

Michael Mattera

Robert Holley

MAJOR CONSTRUCTION

Allyn Jackson

Stephen Gregory

JUNIORS LIASON WITH THE CHIEF

Allyn Jackson

Michael Mattera                                                                                             Approved 4-0.

A motion was made by Commissioner Schaefer, seconded by Commissioner Gregory, to retain David Schaffauer with a new title, Fire District Facilities Supervisor, at an hourly rate of $30.00. Approved 4-0.

A resolution was drawn up and states as follows:

2021-07. 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 $30.00.

A motion was made by Commissioner Schaefer, seconded by Commissioner Gregory, to retain John C. Ryckman as Part Time Custodian, at an hourly rate of $20.00. Approved 4-0.

A resolution was drawn up and states as follows:

2021-08. 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 $20.00.

A motion was made by Commissioner Mattera, seconded by Commissioner Gregory, to retain Amit Patel with a new title, Full Time Medical Coordinator, at an hourly rate of $33.00 which includes disability insurance. Approved 4-0.

A resolution was drawn up and states as follows:

2021-09. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to retain Amit Patel as Full Time Medical Coordinator, at an hourly rate of $33.00 which includes disability insurance.

A motion was made by Commissioner Schaefer, seconded by Commissioner Jackson, to retain all On Call First Responders, at an hourly rate of $25.00, with the exception of Danielle Mohr and Andrew Schultze (longevity of service), at an hourly rate of $26.66 and Hector Feliciano, James Moltzen, Jaime Defeo and Peter Sulzinski, at an hourly rate of $26.00. Approved 4-0.

A resolution was drawn up and states as follows:

2021-10. 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 $25.00, with the exception of Danielle Mohr and Andrew Schultze (longevity of service), at an hourly rate of $26.66 and Hector Feliciano, James Moltzen, Jaime Defeo and Peter Sulzinski, at an hourly rate of $26.00.

A motion was made by Commissioner Jackson, seconded by Commissioner Schaefer, 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:

2021-11. 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 $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, 2021) and to submit same to the Board.

A motion was made by Commissioner Mattera, seconded by Commissioner Schaefer, 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

            DO-009           Firefighter Qualification Policy

            DO-010           Child Abuse Report Policy

            DO-011           Respiratory Protection Policy

                                                                                                            Approved 4-0.

Note: The Board decided that, at an upcoming Workshop, to review and possibly revise the Procurement Policy, DA-012.

2021-12. 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 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

            DO-009           Firefighter Qualification Policy

            DO-010           Child Abuse Report Policy

            DO-011           Respiratory Protection Policy

           

A motion was made by Commissioner Gregory, seconded by Commissioner Mattera, 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:

2021-13. 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 Mattera, seconded by Commissioner Gregory, 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:

2021-14. 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 7:27 p.m., there being no further business for the Organizational Meeting, a motion was made by Commissioner Jackson, seconded by Commissioner Gregory, to adjourn the meeting. Approved 4-0.

Submitted by:

Lorraine Gregory, Secretary