Organizational Meeting Minutes 2016

EAST QUOGUE FIRE DISTRICT

ORGANIZATIONAL MEETING

JANUARY 7, 2016

The Organizational Meeting of the Board of Fire Commissioners of the East Quogue Fire District was called to order by Treasurer, Nancy Knotoff, at 7:03 p.m. Present were Commissioners Allyn Jackson, Aaron Sacks, James Schaefer and Jennifer Davonski, Chief David Kohler, First Assistant Chief Scott Flynn, Second Assistant Chief David Rosante, Firehouse Attendant David Schaffauer, 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 Davonski. Approved 4-0.

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

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

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

Re-elected Commissioner James Schaefer, was sworn in by the Treasurer, Nancy Knotoff.

Chief David Kohler, 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 $1,100.00.

A resolution was drawn up and states as follows:

2016-01. 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 $1,100.00.

A motion was made by Commissioner Schaefer, seconded by Commissioner Davonski, accepting adoption of Resolution 2016-01. Approved 4-0.

Mrs. Gregory was sworn in by the Treasurer, Nancy Knotoff.

The monthly retainer of $1,250.00 was set for the Treasurer, Nancy Knotoff. 2

A resolution was drawn up and states as follows:

2016-02. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve that the District Treasurer receive a monthly retainer of $1,250.00.

A motion was made by Commissioner Sacks, seconded by Commissioner Schaefer, accepting adoption of Resolution 2016-02. Approved 4-0.

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 Schaefer, seconded by Commissioner Sacks, appointing William F. Glass, Jr., Esq., as the Attorney for the District. Approved 4-0.

A resolution was drawn up and states as follows:

2016-03. 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 4-0.

A resolution was drawn up and states as follows:

2016-04. 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 Sacks, 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 4-0.

A resolution was drawn up and states as follows:

2016-05. 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. 3

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 4-0.

A resolution was drawn up and states as follows:

2016-06. 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 2016 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, 2016, at 7:00 p.m. Immediately following the Budget Hearing, there will be a Special Meeting to adopt the 2017 Budget. The Year-End Meeting will be held on Monday, December 26, 2016, at 7:00 p.m. Workshops will be held, as needed, on the fourth Wednesday of each month, with the exception of November, which will be the fifth Wednesday, at 7:00 p.m. Approved 4-0.

A motion was made by Commissioner Davonski, seconded by Commissioner Schaefer, 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 Davonski, 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 4-0.

A motion was made by Commissioner Schaefer, 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 4-0.

A motion was made by Commissioner Sacks, seconded by Commissioner Schaefer, that the following committees be in effect: 4

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 5

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 4-0.

A motion was made by Commissioner Schaefer, seconded by Commissioner Sacks, to retain David Schaffauer as Firehouse Attendant, at an hourly rate of $24.86. Approved 4-0.

A resolution was drawn up and states as follows:

2016-07. 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 $24.86.

A motion was made by Commissioner Schaefer, seconded by Commissioner Davonski, to retain John C. Ryckman as Part Time Custodian, at an hourly rate of $15.73. Approved 4-0.

A resolution was drawn up and states as follows:

2016-08. 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 $15.73.

A motion was made by Commissioner Schaefer, seconded by Commissioner Davonski, to retain First Responder, Amit Patel, at an hourly rate of $26.00. Approved 4-0.

A resolution was drawn up and states as follows:

2016-09. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to retain First Responder, Amit Patel, at an hourly rate of $26.00. 6

A motion was made by Commissioner Schaefer, seconded by Commissioner Sacks, to retain the On Call First Responders, at an hourly rate of $20.00. Approved 4-0.

A resolution was drawn up and states as follows:

2016-10. 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 $20.00.

A motion was made by Commissioner Schaefer, seconded by Commissioner Davonski, to retain On Call First Responder, Amanda Paparatto, at an hourly rate of $20.50.

A resolution was drawn up and states as follows:

2016-11. 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 $20.50. Approved 4-0.

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, 2016) and to submit same to the Board.

A motion was made by Commissioner Sacks, seconded by Commissioner Jackson, reaffirm the following policies:

Cell Phone Policy (as amended)

Code of Ethics

Drug Policy

First Responder Policy

General Policy

Investment Policy

Media Policy

Procurement Policy (as amended)

Public Comments Policy

Reserve Funds Policy

Third Party Agreement

Travel Policy

Use of Chiefs’ Vehicles (as amended) Approved 4-0.

A resolution was drawn up and states as follows:

2016-12. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to reaffirm the following policies:

Cell Phone Policy (as amended)

Code of Ethics

Drug Policy

First Responder Policy

General Policy

Investment Policy 7

Media Policy

Procurement Policy (as amended)

Public Comments Policy

Reserve Funds Policy

Third Party Agreement

Travel Policy

Use of Chiefs’ Vehicles (as amended)

A motion was made by Commissioner Schaefer, seconded by Commissioner Davonski, reestablishing the Capital Reserve Funds. Approved 4-0.

A resolution was drawn up and states as follows:

2016-13. 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 Schaefer, seconded by Commissioner Davonski, 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:

2016.14. 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 7:35 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 4-0.

Submitted by:

Lorraine Gregory, Secretary