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