Western Coventry Fire District

4661 Flat River Road

Greene, RI  02827

(401) 397-7520

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February 17, 2009

WCFD Board of Directors Meeting

Present:

Richard Holt, Kent Novak, Peter Beauchaine, Jonathan Mitchell

Excused:

Robert Guastini,

Also present:

Chief Joel Pomfret, Treasurer Glen Underwood, Tax Collector Joan Smith, Moderator Chuck Smith, Building Committee Chairperson John Humble, Firefighters Nathan Pomfret, Jon Moore, Desire Fournier, Mike McCoy, Steven Auteiri, Pete Lamarine and Tax payers Earl Mann, Peter Frantantuano and Skip Mays.

Meeting was called to order at 7:00 pm by Chairperson Kent Novak.

Approval of December 2008 and January 2009 Meeting Minutes:

Approval of the December meeting minutes was tabled to give the B.O.D. a chance to read over them; the meeting tape was missing and the minutes were just prepared on 2/16.  Mr. Holt motioned to accept the January meeting minutes as presented, Mr. Beauchaine seconded, Mr. Mitchell abstained, all other voted Aye, motioned carried 3-0.

A moment of silence was held in memory of deceased Chief Tom Haynes, District Clerk Dennis Fournier and Architect Roland Roberts.

Open Forum:

None

Chairman’s Comments:

Chairman Novak wants to ensure that everyone is using the proper communication whether it is communicating with in the department, up or down the chain of command and so on.  He cautions people on the use of email as a means of communication, it can be a blessing but it can also “bite” us.  Flow of information; Mr. Holt has been working on the APRA SAP.  On February 23^rd Chairman Novak will be attending the 2009 Assistance to Firefighters Grant Program Workshop.  If anyone else would like to attend let him know.

Moderator’s Report:

Mr. Smith would like to talk about procedures for the Annual Meeting at the next B.O.D. meeting.  He would also like to see the Pastor who attended the ground breaking invited to the Annual Meeting to remember the people that we lost this year.  He would also like to discuss what the B.O.D. thinks about having the Boy Scout Ceremony again this year.

Chief’s Report:

Report copies handed out.  All emergency calls were covered for the month.  E8 & E18 needed repairs performed due to a lack of use; some parts seized up.  The trucks weren’t used regularly as a cost saving measure.  Mr. Mitchell motioned to accept the Chief’s Report as presented, seconded by Mr. Holt.  Mr. Mitchell asked what the cost of the repairs was.  The Chief answered approximately $150-$200 for E8 and he doesn’t have the figure for E18 yet.  Mr. Mitchell said it seemed as if the costs will equal 1 month of fuel.  All voted Aye, motion carried 4-0.

Chairman Novak brought to the B.O.D.’s attention the need for a correction to Captain Mann’s annual salary.  The rate was wrong and the time was wrong.  He stated the new figure and stated that it should be retroactive to 12/7/08.  Mr. Beauchaine motioned to approve the corrections, Mr. Mitchell seconded, all voted Aye, motion carried 4-0.

Treasurer’s Report:

Report copies handed out.    Both Revenues and Expenses are on target.  Mr. Holt motioned to accept the Treasurer’s Report as presented, Mr. Mitchell seconded, all voted Aye, motion carried 4-0.

Tax Collector’s Report:

Report copies handed out.  Mr. Beauchaine motioned to accept the Tax Collector’s Report as presented, Mr. Holt seconded, all voted Aye, motion carried 4-0.

District Clerk’s Report:

Nothing to report at this time.

Building Committee Report:

Report copies handed out.  The new occupancy date is June.  The Well has out performed expectations.  Still awaiting D.O.T. approval of the physical alteration permit.  The cost of the project is still on target.  Mr. Mitchell motioned to accept the Building Committee Report as presented, Mr. Beauchaine seconded, all voted Aye, motion carried 4-0.

OLD BUISNESS:

COMMITTEE REPORTS/UPDATES:

SAP/SOP:

Mr. Mitchell received a draft of the APRA from Mr. Holt.  It is very comprehensive; he believes it needs to be approved sooner rather than later.  He is still reviewing the other SAP’s & SOP’s.

Contract:

Chairman Novak reported that negotiations are taking place; he and Mr. Holt have met and they have also met with the full time employees.

Old Station:

Mr. Guastini is absent, nothing to report.

Cost Reduction:

Mr. Guastini is absent, nothing to report.

NEW BUSINESS:

Filing Coordinator for WCFD:

Chairman Novak is the filing coordinator and Jean Pomfret is an authorized filer; this is helpful in the case where someone is unavailable.

District Clerk Salary Adjustment:

Mr. Underwood said there was concern as to whether the whole Board was comfortable paying Dennis Fournier for the whole month of January rather than pro-rating the salary.  Maybe this should be addressed in the future with a S.O.P.  Mr. Mitchell motioned to pay the Estate of Dennis Fournier for the full month of January, seconded by Mr. Holt, all voted Aye, motion carried 4-0.

Records Retrieval & Storage:

Chairman Novak and his son retrieved the District Clerk records from the home of Dennis Fournier.  The records are being stored at Coventry Mini Storage until they can be moved to the new station.  There is 1 storage bin containing more sensitive materials at Chairman Novak’s home to protect them from the cold.

Records Retention (State of RI Guidelines):

Chairman Novak forwarded LG9-Fire Department Records to Mr. Mitchell; he can forward a copy to any board members who wish to see it.

Determine 2009-2010 Budget Preparation Dates:

Next Budget Meeting 2/24/09, Mr. Beauchaine will not be able to attend.

Annual Meeting Packets:

Just a reminder to people who have reports to prepare; Agenda to be done by the Chairman, Treasurer’s Report, Tax Collector’s Report, Chairman’s Report, Chief’s Annual Report and an update on the construction of the new building.  Also needed are the completed Budget, Resolutions and Ballots for Elected Officers. 

PREPARATION OF 2009-2010 WCFD BUDGET:

Most of the fuel purchased for the District is from the Town of Coventry; they provide an extensive sheet that shows the date, time, vehicle, gallons, cost, mileage and the driver of the vehicle.  Mr. Underwood provided the B.O.D. with many sheets of useful data: Callmen payroll summary, heating oil consumption, facility electricity usage and apparatus fuel consumption.  Also available is the Internal Working Copy of the Budget updated 2/17/09 with the figures that were discussed on 2/10/09.  Chairman Novak suggests buying the 14 tires needed for E8, E18 & Rescue 8 with either Rescue Recovery or with this year’s surplus.  He also wondered if a fund could be set up to pay for possible training and any grants for reimbursements could offset the cost.  Mr. Underwood said that based on where we are going to finish up this year we should try to buy the tires this year if we can make it work with in the next 11 days.  Chief Pomfret said he could get this done this week.  Approximate cost for the 14 tires is $4,410; they will be purchased this year. 

Chairman Novak suggested adjusting the total spending for total Training and Admin. to this year’s amount of $19,235; flat fund it and have a fund to access for Training if it is needed.  He is concerned about having the money to hold trainings if it is a viable thing to do.  The Board agrees to flat fund Training and Admin.

Truck & Equipment Maintenance:

Chairman Novak proposed funding Routine at $14,000, Testing at $4,035 and Fuel at $9,800 (after looking at Mr. Underwood’s fuel consumption report).  Mr. Holt would like to use $10,000 for Fuel which gives an average price of $3.25/gallon.

Gear & Equipment:

The following have been taken out of the Chief’s proposed budget because they are being purchased this year: batteries, vent saw, 2 SCBA cylinders and 2 pass devices.

Mr. Beauchaine had to leave the meeting to go to work.

Building & Facility Maintenance:

Heating and electricity usage are 2 of the sheets that Mr. Underwood prepared.  This year heating was budgeted at $10,200, the Treasurer’s projection is spending $8,500.  This will be put on hold pending an estimate from the Engineer.

Adjournment:

Mr. Mitchell motioned to adjourn, seconded by Mr. Holt, all voted Aye, motion carried 3-0.  Meeting adjourned at 8:57pm.