2016 Minutes of the CUTCHOGUE FIRE DISTRICT Page 1 of 5

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1 2016 Minutes of the CUTCHOGUE FIRE DISTRICT Page 1 of 5 January 26, 2016 The regular meeting of the Cutchogue Fire District was called to order by Commissioner Joseph S. Zuhoski Jr., at the Cutchogue Firehouse, at 8 pm with the Flag Salute. Roll call of the Officers taken as follows; Joseph Zuhoski Jr, present; Sanford Friemann, absent; Andrew McCaffery, present; Robert Fisher, present; James Fogarty Jr., present; Treasurer Peter Zwerlein, present and Secretary Matthew Martin, present. Motion by Commr Fisher to mark Commr Friemann as excused. Not hearing a second, chairman Zuhoski marked Commr Friemann as absent. Motion was in order to accept the January 12th minutes as distributed to commissioners. Motion by Commr Fisher seconded by Commr McCaffery, motion carried Chairman Zuhoski paused the meeting to introduce a guest speaker from Stony Brook Hospital EMS services, Mr. Stephen Slovensky. Mr. Slovensky is to explain to the Board a newly implemented program for the Cutchogue-Mattituck area whereby and ambulance and qualified crew is to be located at the Cutchogue Fire House, Monday-Friday 6am to 6pm. The crew is to be dispatched by the two fire departments for ALS calls at the discretion of the Officer in Charge. This concept is to provide faster response times and to provide additional ambulances if and when needed for an incident. Correspondence: Letter received from Southold Town Planning Board requesting review of the McCall Wine Production Facility near Alvah s Lane and Rt. 25 for matters of interest to the fire district. Commr Fisher to review. Letter from Hometown Insurance requesting an opportunity to submit a proposal on the District insurance policies and LOSAP program. Notice from Brookhaven Town Fire Districts Assn informing of their annual town workshop on April 2 nd at Centereach Headquarters. Cost per person is $ Anyone wishing to attend, please advise secretary. Renewal Invoice, forms and annual census of membership received from VFIS Insurance Company for the coming year. Commr Friemann and Secretary to review the census and submit as soon as possible. Reminder received from Suffolk County Fire Dist. Assn. of their annual meeting and installation of officers on March 5 th at a cost of $ per person. Anyone wishing to attend, please advise secretary. Notice from Suffolk County Fire Districts Assn. of their meeting on February 18 th in Copiague with dinner at 7pm and a talk on the county FRES radio system. Site operating permit was also received from Suffolk County Dept. of Health Services for our Diesel storage tank and that we are exempt from the fees. Permit is valid from 3/1/2016 to 2/28/2021. Motion by Commr Fisher to complete all applications and file with SC DOH, seconded by McCaffery, carried from DASNY (Dormitory Assistance State of NY) who operate the SAM (State and Municipal Facilities Program) requesting further information on our Radio Room Renovation Grant in the amount of $80, Secretary to complete the form and continue to follow up on the process. It will be several months before a determination will be made. Commissioner s reports: Commr McCaffery stated that the television in the lobby has screen damage and unrepairable, an immediate replacement was made; also to purchase a new monitor for the Security Cameras that is required for the new Radio Room, approx. total cost $ for two monitors.

2 2016 Minutes of the CUTCHOGUE FIRE DISTRICT Page 2 of 5 After a careful review of our buildings insurance policy he found that the Siren in the parking lot, the Marching Band Trailer Equipment and new Radio equipment in the outdoor communications building was not insured. He therefore has added the above items to our policy and insured the Radio Building for $80, Motion by Commr Fisher, seconded by Commr Fogarty to approve the additional insurance as stated above, carried Radio Room is nearing completion and new chairs are needed, Commr McCaffery requested permission to purchase the necessary chairs. Motion by Commr McCaffery to purchase 2 new chairs for the radio room from Dreamseat in the amount of $778.00, seconded by Commr Fogarty, carried Due to a recent auto accident while on a departmental recreational outing, the Bus and Van were involved in an accident due to brake line failure on the bus. Due to the age of both vehicles, it may not be worth repairing and replacement may be in order. The insurance company is sending adjusters to review the claims. A change was necessary for the new telephone equipment and its voice mail system. The additional parts and labor is estimated at $ Motion by Commr McCaffery and Fogarty to approve, carried The main Alarm Control System for both Siren and Air Horn were also outdated and required replacement. A new control system installed by Transmit-Plus is quoted at $ Commr McCaffery stated that this system is essential for our type of operations and so moved its purchase and installation for $ Motion seconded by Commr Zuhoski and carried The electronic door lock system encountered many problems during the room renovation and it is necessary to update the system. Hello Alert has quote $ to repair the system. Motion by Commr McCaffery to have Hello Alert update our door lock system for $995.00, seconded by Commr Fogarty and carried Commr Fisher reported that due to the position of our Radio Room and its windows, the direct sunlight entering the room is a hindrance to the operators and must be minimized. He is suggesting that the two east side windows have a glare shield installed for $ and all three windows to have Mini-Blinds installed. Commr Fisher further discussed the need to have our district maintenance staff noted on record as primary vendors for their respective expertise. This would standardize our in-house contractors for all related works. Upon a motion by Commr Robert Fisher that the Cutchogue fire District appoint Roslak Electric Company as District Electricians and Joseph Henry as District Carpenter. Motion seconded by Commr Fogarty and carried Having received the quotes for the Apparatus Storage Building at the previous meeting and sent to our attorney for review, he now has resolved and to waive any irregularities in the contract. Commissioner Fisher then reported at the last meeting held on January 12, 2016, the Board had received two bids for the construction of the fire apparatus storage building. The low bidder was Morton Buildings, Inc. However, it was determined by the attorney, Richard F. Lark, upon reviewing the bid that the submission of a list of proposed subcontractors was omitted. Mr. Lark checked the following day with William Kelly, the Morton Buildings, Inc. local construction manager, where Mr. Lark learned that Mr. Kelly was away on vacation when the home office of Morton Buildings, Inc. sent the bid proposal directly to the Fire District and not to Mr. Kelly for review. Mr. Kelly indicated he had previously obtained the list of local subcontractors and it was sitting on his desk in a sealed envelope. After talking to Mr. Lark he realized it was not included in the bid as required and would deliver the sealed list of subcontractors to Mr. Lark which he did later that day. Mr. Lark then reviewed the list of subcontractors and found them to be satisfactory.

3 2016 Minutes of the CUTCHOGUE FIRE DISTRICT Page 3 of 5 Commissioner Fisher then indicated he had talked with Mr. Kelly on January 13, 2016 and confirmed that Mr. Kelly did have the list of subcontractors but because the bid was sent direct to the Fire District Secretary he was unable to submit the proposed list of subcontractors. Considering the circumstances Commissioner Fisher then made a motion, seconded by Commissioner Fogarty, to accept Mr. Kelly's explanation and that it be deemed by the Board of Fire Commissioners as a minor oversight which under the circumstances as immaterial and to accept the bid as submitted by Morton Buildings, Inc. as the low bidder. Commissioner Fisher polled the Board and all members voted yes, motion carried. Commissioner Fisher then went on to state that Morton Buildings, Inc. bid was for $432, Commissioner Fisher stated he reviewed the details of the contract documents and specifications and the bid submitted by Morton Buildings, Inc. Commissioner Fisher indicated he discovered the bid included trusses with a dead load to accommodate an overhead sprinkler system which was not called for in the specifications. After discussion Mr. Kelly agreed to reduce the cost by $4, by providing an adequate substitute truss for this storage building. Commissioner Fisher indicated that since the storage building was to be located on virgin ground there was no need to have a Soils Report for this storage building to determine load bearing capacity. By eliminating this test from the bid it will reduce the cost by $2, Mr. Kelly indicated that Morton Buildings, Inc. had recently adopted a rebate program of $1, to any purchaser if the building will be delivered prior to June 30, Commissioner Fisher indicated this would be the case with the Cutchogue Fire District and they would be entitled to a rebate because after discussion with Mr. Kelly the building would be delivered in late March or early April of Therefore, the actual cost can be reduced by another $1, Lastly, Commissioner Fisher reported the bid documents provided for the contractor to obtain all building permits and approvals from the Town of Southold. The bid proposal provided for an estimate of $2, to pay the necessary fees to the Town of Southold for the permits. Commissioner Fisher indicated the Building Inspector of the Town of Southold had agreed not to charge the Fire District for a Building Permit or Certificate of Occupancy fees for this project thereby reducing the cost by another $2, which was included in Morton Buildings, Inc. bid. The net result of the discussions with Mr. Kelly indicated that a final contract price of $421, Commissioner Fisher then indicated as project manager he reviewed the contract documents with the attorney and was accepted by him as project manager. M o t i o n, m a d e b y C o m m i s s i o n e r F i s h e r, s e c o n d e d b y Commissioner Fogarty that the Board of Fire Commissioners accept the proposed contract with Morton Buildings, Inc. for the sum of $421, and that the Chairman be authorized to sign the contract on behalf of the Fire District and upon receipt of a fully signed contract that the original be filed with the Secretary of the Fire District. The motion was put to a vote and all Board of Fire Commissioners and all members voted yes and the motion was carried. Commr Fogarty explained the status of our fire wells as follows: The wells at Rt. 25 & Depot Lane and Rt. 25 & Eugene s Rd. have been decommissioned. Physicals for all department members is in place and February 20 & 21 will be the initial start dates. Discussion arose concerning members who have been on the Inactive or Honorary list and wish to return to Active service, what will the physical requirement be? Motion by Commr McCaffery to amend our present Physical requirements procedure to have Inactive or Honorary Members to take a new member physical prior to becoming an Active Member. Discussion with Chief s and Captain present followed by a second from Commr Fogarty and motion carried

4 2016 Minutes of the CUTCHOGUE FIRE DISTRICT Page 4 of 5 Commr Zuhoski informed that truck had brakes repaired. He also noted that the bus was in Springfield Connecticut for repairs following the accident and that he and driver traveled to Ct. to retrieve the vehicle. He further noted that the bus is over 20 years old and exhibiting many problems in the recent months and thinks we should consider replacement. Considering the buses condition it should remain only on the North Fork for local service only. The truck committee visited Eastport Fire Department to look at a pumper. Chief William Brewer s report: Fire Schools / Training: 1. CPR Class: Thursday January 28 th Activities: 1. Chief Steak Night: Saturday March 5 th Request use of the Firehouse 2. Cutchogue St. Patrick s Day Parade: Saturday March 12 th 3. Greenport Washington s Birthday Parade: Saturday February 13 th Equipment / Repairs: & Accident Repairs Master (large) Pressure Gauge not working Interior White lights in the rear box not working Light Bar Rotator not working Reports / Updates: 1. SCBA s 2. Turnout Gear Committee Trip to Greenport FD Tuesday February 2 nd 7pm Misc: 1. Request that the Board endorse Mutual Aid / First Responder Agreement with Stony Brook University Hospital New Business: Chairman Zuhoski now brought for discussion the earlier presentation by Mr. Stephen Slovensky of Stony Book Hospital concerning and agreement between the Cutchogue Fire District/Department for Stony Brook to position a crew and ambulance at the Cutchogue Fire House from Monday to Friday, 6am to 6pm to assist both Cutchogue and Mattituck Fire Districts in their EMS alarm responses. Having discussed this new procedure with our chiefs and captain it appears to be beneficial to the District and Department and that Cutchogue Fire District should enter into the contract with Stony Brook, effective February 1 st, Upon a motion by Commr McCaffery to enter into the Mutual Aid / First Responder Agreement between Stony Brook Hospital and the Cutchogue Fire District / Department as printed and reviewed by the board. Motion seconded by Commr Fogarty and carried Chairman Zuhoski to execute the agreement and forwarded to Stony Brook for final approval. Commr McCaffery updated the information concerning replacement for the refreshments refrigerator on the engine floor. He has located a two-door unit that would suffice our needs and fit into the allocated space. Web Restaurant Supply has such a unit for $ and apparently $ cheaper than other sources. Motion by Commr Fisher, seconded by Commr Zuhoski to purchase the cooler for $ from Web Restaurant supply Co., motion carried Secretary to order unit as soon as possible.

5 2016 Minutes of the CUTCHOGUE FIRE DISTRICT Page 5 of 5 Chairman Zuhoski asked the Treasurer if he would consider transferring our banking to Suffolk County National Bank after the closing of Capital One in the village. Treasurer responded that it was not practical to do so. Motion for adjournment at 9:18pm by Commr Fisher, seconded by Commr Fogarty motion carried Matthew J. Martin Fire District Secretary