Organizational Meeting 2022

EAST QUOGUE FIRE DISTRICT

ORGANIZATIONAL MEETING

JANUARY 6, 2022

 

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, Ed Seltenreich and Michael Mattera, Treasurer Colleen Pearsall and Secretary Lorraine Gregory.

 

Re-elected Commissioner Allyn F. Jackson and newly-elected Commissioner Ed Seltenreich were 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. Recused 1 - Commissioner Jackson.

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

Nominations for Vice-Chairman were called. Commissioner James Schaefer was nominated for Vice-Chairman by Commissioner Gregory, seconded by Commissioner Jackson. Approved 4-0. Recused 1 - Commissioner Schaefer.

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

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 $1,364.67.

A resolution was drawn up and states as follows:

2022-01. 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 $1,364.67.

A motion was made by Commissioner Seltenreich, seconded by Commissioner Mattera, accepting adoption of Resolution 2022-01. Approved 4-0. 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 $1,364.67.

A resolution was drawn up and states as follows:

2022-02. 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 $1,364.67.

A motion was made by Commissioner Schaefer, seconded by Commissioner Gregory, accepting adoption of Resolution 2022-02. Approved 5-0.

Secretary Lorraine Gregory and Treasurer Colleen Pearsall 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 5-0.

A resolution was drawn up and states as follows:

2022-03. 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 $6,420.00 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 Schaefer, seconded by Commissioner Seltenreich, accepting the “Southampton Press - Western Edition” as the official District newspaper. Approved 5-0.

A resolution was drawn up and states as follows:

2022-04. 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 Schaefer, seconded by Commissioner Gregory, 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 5-0.

A resolution was drawn up and states as follows:

2022-05. 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 Jackson, seconded by Commissioner Seltenreich, 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 5-0.

A resolution was drawn up and states as follows:

2022-06. 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 2022 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 18, 2022, at 7:00 p.m. Immediately following the Budget Hearing, there will be a Special Meeting to adopt the 2023 Budget. The Year-End Meeting will be held on Thursday, December 29, 2022, at 10:00 a.m. Workshops will be held, as needed, on the fourth Thursday of each month at 7:00 p.m. Approved 5-0.

A motion was made by Commissioner Schaefer, seconded by Commissioner Gregory, 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 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 5-0.

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

HOUSE

All Commissioners as listed.

Website - Ed Seltenreich, Michael Mattera

Key System - Ed Seltenreich, James Schaefer

Dinner Dance - Allyn Jackson, James Schaefer

ID Cards - Ed Seltenreich, 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, Ed Seltenreich

Electronic Equipment and Supplies - Stephen Gregory, Ed Seltenreich

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, Ed Seltenreich

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

Ed Seltenreich

Amit Patel

INSURANCE POLICY AND ACCIDENT CLAIMS

Allyn Jackson

Michael Mattera

Ed Seltenreich

MAJOR CONSTRUCTION

Allyn Jackson

Stephen Gregory                                                                                             Approved 5-0.

A motion was made by Commissioner Schaefer, seconded by Commissioner Gregory, to retain David Schaffauer as Fire District Facilities Supervisor, at an hourly rate of $31.00. Approved 5-0.

A resolution was drawn up and states as follows:

2022-07. 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 $31.00.

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 $21.00. Approved 5-0.

A resolution was drawn up and states as follows:

2022-08. 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 $21.00.

A motion was made by Commissioner Mattera, seconded by Commissioner Gregory, to retain Amit Patel as Full Time Medical Coordinator, at an hourly rate of $34.00 and includes health insurance. Approved 5-0.

A resolution was drawn up and states as follows:

2022-09. 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 $34.00 and includes health insurance.

A motion was made by Commissioner Schaefer, seconded by Commissioner Gregory, to retain On Call First Responders hired as of January 1, 2022, at an hourly rate of $25.00. The following On Call First Responders: J. Boyd, J. Corazzini, Z. Peare and H. Schultz shall be retained at an hourly rate of $26.00. The remainder of the On Call First Responder Roster shall receive an increase of $1.00 per hour. Approved 5-0.

A resolution was drawn up and states as follows:

2022-10. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to retain On Call First Responders hired as of January 1, 2022, at an hourly rate of $25.00; On Call First Responders: J. Boyd, J. Corazzini, Z. Peare and H. Schultz shall be retained at an hourly rate of $26.00 and the remainder of the On Call First Responder Roster shall receive an increase of $1.00 per hour.

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 5-0.

A resolution was drawn up and states as follows:

2022-11. 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, 2022) and to submit same to the Board.

A motion was made by Commissioner Gregory, seconded by Commissioner Mattera, 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 5-0.

2022-12. 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

                                                                                                            Approved 5-0.

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

2022-13. 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 Jackson, seconded by Commissioner Schaefer, 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:

2022-14. 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 7:34 p.m., there being no further business for the Organizational Meeting, a motion was made by Commissioner Schaefer, seconded by Commissioner Seltenreich, to adjourn the meeting. Approved 5-0.

Submitted by:

Lorraine Gregory, Secretary