September's Meeting Minutes 2019

EAST QUOGUE FIRE DISTRICT

REGULAR MONTHLY MEETING

SEPTEMBER 5, 2019

The Regular Monthly Meeting of the Board of Fire Commissioners of the East Quogue Fire District was called to order by Chairman Allyn Jackson at 7:30 p.m. Present were Commissioners Allyn Jackson, James Schaefer, Michael Mattera and Stephen Gregory, Chief Scott Flynn, Second Assistant Chief Ted Jankowski, Firehouse Attendant Dave Schaffauer (left 8:05 p.m.), First Responder Amit Patel (left 8:35 p.m.), Acting Treasurer Colleen Pearsall and Secretary Lorraine Gregory.

FIREHOUSE ATTENDANT REPORT

See attached report.

ITEMS FOR DISCUSSION

1. Commissioner Jackson will arrange to get the gutters cleaned.

2. Commissioner Jackson will discuss the purchase of the AC unit with Mr. Schaffauer.

EMS REPORT

See attached report.

STAFF REPORT

1. Noted.

EQUIPMENT AND SUPPLIES

1. A motion was made by Commissioner Schaefer, seconded by Commissioner Gregory, authorizing the purchase of the medical supplies requested, at a total cost of $676.92 (Bound Tree - $301.00, McKesson - $34.36, Hammer Medical - $341.56). Approved 4-0.

2. A motion was made by Commissioner Schaefer, seconded by Commissioner Mattera, authorizing the renewal of the “When to Work” program for twelve (12) months, at a cost of $200.00. Approved 4-0.

MAINTENANCE REPORT

Work Order Report dated 8/1/19 to 8/31/19 was submitted to the Board.

CHIEF'S REPORT

See attached report.

REQUESTS

1. A motion was made by Commissioner Schaefer, seconded by Commissioner Mattera, authorizing the purchase of the Alpine Software RedNMX Reminder Module, at a cost of $1,775.00. Approved 4-0.

2. Progress.

3. Commissioner Gregory intends to clean out the room together with Mr. Schaffauer and once this project is done, the Board will review the request.

4. Noted.

5. A motion was made by Commissioner Schaefer, seconded by Commissioner Gregory, authorizing that $5,000.00 be made available for the Fire Prevention Budget. Approved 4-0. (Note: On September 6, 2019, Commissioner Gregory and Mr. Schaffauer inspected the Steel Building and found numerous boxes of Fire Prevention material. Commissioner Gregory suggested that the material on hand be used before more of the same is purchased.)

6. A motion was made by Commissioner Mattera, seconded by Commissioner Schaefer, granting permission for the East Quogue PTA to assemble in the parking lot for the Halloween Parade, on Saturday, October 26, 2019, and that the PTA provide the usual Certificate of Insurance. Approved 4-0.

7. A motion was made by Commissioner Mattera, seconded by Commissioner Schaefer, authorizing the purchase of Azek Sheets and 4 x 4 posts to be used for the Recruitment Signs, at an approximate cost of $532.48. Approved 4-0.

ITEMS FOR DISCUSSION

1. No discussion.

2. No discussion.

3. Progress.

4. Second Assistant Chief Jankowski advised the Board that, in connection with the Recruitment Program, he is working on making the Department website more “user friendly” and requested a phone extension number for Bill Potter who will be handling the recruitment calls. Commissioner Jackson stated the importance of holding an Open House within the next few months rather than waiting until the Spring or Fall of next year. Commissioner Gregory suggested preparing a handout.

5. Commissioner Jackson will handle the paperwork for using the Gladding house on Old Country Road for drill purposes.

6. Commissioner Jackson advised the Chief that a Work Order should have been submitted so that the problem could be addressed.

ATTORNEY DISCUSSION

Mr. Glass not in attendance.

Commissioner Jackson advised the Board that he had spoken with Mr. Glass concerning new credit cards for the District and the dispatching of East Quogue alarms by Hampton Bays.

With regard to the credit cards, a resolution was drawn up and states as follows:

2019-28. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to approve that the following individuals be assigned credit cards from Bridgehampton National Bank (BNB): Commissioner Allyn Jackson, Commissioner James Schaefer, Commissioner Stephen Gregory, Commissioner Michael Mattera, Colleen Pearsall, Lorraine Gregory and David Schaffauer and that the Chase Master Card account be closed and the credit cards destroyed as soon as the new account is established.

A motion was made by Commissioner Gregory, seconded by Commissioner Schaefer, approving the adoption of Resolution 2019-28. Approved 4-0.

Commissioner Gregory asked if Mr. Glass had sent the letter to RVI/Seagrave regarding 7-6-1. Commissioner Jackson advised the Board that, in the recent phone conversation with Mr. Glass, the letter was not mentioned and that he will follow up again with Mr. Glass.

MINUTES

A motion was made by Commissioner Gregory, seconded by Commissioner Mattera, accepting the Minutes of the August 1, 2019 Regular Monthly Meeting. Approved 4-0.

TREASURER'S REPORT

Mrs. Pearsall presented the following to the Board:

1. A letter from the Town of Southampton Comptroller’s Office regarding a 2018 check issued to the District for alarms (4/1/18 – 6/3/18), in the amount of $910.00, that has not yet cleared. The District did not receive the check and Mrs. Pearsall so advised the Town. A new check will be issued.

2. An Irrevocable Stand-By Letter of Credit from BNB Bank up to $1,000,000.00 is good until December 4, 2019.

3. The tax levy limit including the 2% cap is $53,936.31. The formula was based on Ms. Knotoff’s formula which is the State Comptroller’s formula. The reassessment will be calculated for next year.

A workshop was scheduled for September 12, 2019 to further discuss the 2020 budget.

A motion was made by Commissioner Mattera, seconded by Commissioner Schaefer, approving the Treasurer’s Report as submitted. Approved 4-0.

COMMUNICATIONS AND CORRESPONDENCE

Miscellaneous correspondence was presented to the Board including a letter from the Town of Southampton regarding the Toplands Realty Holdings, LLC, Subdivision.

OLD BUSINESS

A motion was made by Commissioner Schaefer, seconded by Commissioner Gregory, approving the purchase of shelving, a plastic curtain and flooring for the new cooler, at an approximate cost of $1,000.00. Approved 4-0.

Commissioner Gregory advised the Board that the cost of Hampton Bays dispatching would be approximately $30,000.00 a year and that a contract will be drawn up by their attorney. Commissioner Gregory will contact Dennis to get an initial hook up cost. Commissioner Jackson suggested that, perhaps, the Board consider using Riverhead or Westhampton to dispatch. Chief Flynn advised the Board that he preferred to stay with Hampton Bays, basically, because the mutual aid from Hampton Bays is very good, they are good at monitoring information and their dispatchers are very good.

Commissioner Gregory also advised the Board that the siren project is expected to be completed by the end of the month.

Commissioner Gregory suggested that the Chiefs consider whether or not they will be attending 2020 conventions/training so that the costs can be figured into the budget.

Commissioner Gregory gave the Board members and the Chief a questionnaire booklet prepared by Sand Pebble, a construction company dealing with firehouse renovations and construction, and asked that they all complete the questionnaire and return them to him by the end of October.

Commissioner Schaefer advised the Board that there was a LOSAP overpayment made to a member and that this will have to be addressed.

NEW BUSINESS

Commissioner Jackson asked the Board if they were in agreement to make a $500.00 deposit to the band for the 2020 Inspection Dinner. The Board agreed that the Department should pay the bill and then be reimbursed by the District.

With regard to the letter from the Town of Southampton – Toplands Realty Holdings, LLC, the Board has no recommendations to make, except for the usual “General Requirements”.

ABSTRACT OF BILLS

A motion was made by Commissioner Schaefer, seconded by Commissioner Gregory, approving the Abstract of Bills for the General Fund consisting of 37 checks totaling $39,081.36 and to authorize the transfer of $90,000.00 from the Money Market to the Checking Account. Approved 4-0.

At 9:10 p.m., there being no further business, a motion was made by Commissioner Jackson, seconded by Commissioner Mattera, to adjourn the meeting. Approved 4-0.

Submitted by
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                   Lorraine Gregory, Secretary