Western Coventry Fire District

4661 Flat River Road

Greene, RI  02827

(401) 397-7520

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May 21, 2009

WCFD Board of Directors Meeting

Present:

Richard Holt, Kent Novak, Peter Beauchaine, Jonathan Mitchell, Robert Guastini

Excused:

Also present:

Tax Collector Joan Smith, Moderator Chuck Smith, Building Committee Chairperson John Humble, Treasurer Glen Underwood, Firefighters Nathan Pomfret, Mike Macoy and Kathy Hartley

Meeting was called to order at 6:33 pm by Chairperson Kent Novak.

Approval of March 19, 2009 BOD Meeting Minutes:

On Page 2 Mr. Holt would like “It assumes Roland’s contract.” removed.  Mr. Guastini motioned to accept the minutes with the correction, Mr. Holt seconded, motion carried  unanimously.

Open Forum/ Chairman’s Comments:

Chairman Novak handed out an email reply from Laurie Petrone of the Office of Economic Recovery and Reinvestment from the State of RI.

The Department has submitted 4 AFG Grants: $394,000 for a new Engine, $48,500 for a Cascade system and $9,000 for FFI & FFII Classes.  He thanked Captains Mann and Guastini and Chief Pomfret for their help with this.

The Plyma Vent Grant has not yet been submitted, the department will submit for it through the Stimulus available through the State of RI.

Moderator’s Report:

Nothing to report.

Chief’s Report:

Report copies handed out (WCFD Activity Report, 5/7/09 Final Salaries and WCFD Data Breakouts, Stats Run from 3/1/08-2/28/09).  The Chief is absent because he is attending EMT-C Class and the Deputy Chief is at a training.  The Chief asked the Clerk to let everyone know that the Cruiser is dead again.  Mr. Guastini suggests going for a grant for a new vehicle and a boat.  Mr. Holt motioned to accept the reports as presented, Mr. Guastini seconded, motion carried unanimously.

AFG Grant Reimbursement:

An email from the government was received claiming the department owes $572.12 from the Grant.  They didn’t allow the total amount for the flashlights that were purchased.  This was repaid using last year’s budget money.

Treasurer’s Report:

Report copies handed out (Treasurer’s Report, General Ledger 3/1/09-3/31/09, Statement of Fund Balances, General Ledger 4/1/09-4/30/09 and 2009-2010 Budget Worksheet, updated 4/21/09.  Mr. Underwood reported that the $1,000 grant listed under revenue was spent towards $1,100 of pagers.  The payroll conversion was a nightmare of paperwork.  It is up and running now and the fees are much cheaper.  Mr. Holt found a $30 discrepancy on an Alhambra bill.  The bank approved our last bill, $406,000; it will go out to Alhambra.  At the end of April 2008 there was a total of $108,000 due in outstanding taxes.  At the end of April 2009 there was a total of $137,000 due in outstanding taxes.  Mr. Underwood brought the Board’s attention to page 2 of the Capital Funds Activity.  He is showing the $100,000 as a loan to Capital Reserve.  Mr. Guastini motioned to accept the reports as presented, Mr. Mitchell seconded, motion carried unanimously.

Tax Collector’s Report:

Report copies handed out (email).  Ms. Smith reported that the Tax Sale is scheduled for September 10, 2009.  She listed the location as the address of the new station (1110 Victory Highway).  The notices are going out tomorrow, 92 of them.  Mr. Beauchaine motioned to accept the report as presented, Mr. Guastini seconded, motioned carried unanimously.

District Clerk’s Report:

Nothing to report.

Building Committee Report:

Report copies handed out (New Fire Station Building Committee Report).  Building Committee Chairman Humble said that the drop ceilings and floor tiles are being laid.  Chairman Novak told him that the invoice was ready to be picked up at the appliance store (Lee’s).  Mr. Guastini motioned to accept the report as presented, Mr. Beauchaine seconded, motion carried unanimously.

OLD BUISNESS:

            SAP/SOP Committee Update:

            Mr. Mitchell has been working diligently on the SAP’s while Steve Autieri is working on the SOP’s.  Most of the SAP’s are drafts that were never approved; some of them still reference the board of engineers.  It is a massive project that will require more time.  Mr. Mitchell said that the SAP’s and SOP’s need to been done in conjunction with each other.  He would like to have a SAP committee meeting with in the next couple of weeks.

            Sap 5211 (APRA) Review/Approval:

            Mr. Holt prepared a draft copy.  He and Chairman Novak met with Bill Harsch.  Mr. Holt said of all the changes Mr. Harsch made there were none of any substance.  Mr. Mitchell suggests that we don’t rush into an approval tonight; use the document at a guideline for now; it can be up for approval at the June meeting as long as the committee can meet before then.  The SAP committee consists of John Mitchell, Robert Guastini, Richard Holt and 1 other person.

            Old Station Committee Update:

            Mr. Guastini has nothing to report.

            Cost Reduction/Avoidance Committee Update:

            Mr. Guastini has nothing to report.

NEW BUSINESS:

            Station Appraisal:

            Gerry Roch appraised Summit Station at $250,000.

            Station Sale Procedure:

Chairman Novak asked the Board if they thought the District should hire an agent or place an ad to see if anyone is interested in the building.  Mr. Guastini suggests getting a Real Estate person.  Moderator Smith reminds the Board that there was a tax payer who said on 2 different occasions that he was interested in buying the building.  Treasurer Underwood said that the bylaws state the procedure for selling property.  Chairman Novak will contact the taxpayer and get in touch with a few Real Estate Agents.

            Well Closing:

            Chairman Novak said the District will have to disclose the water issue with DEM before Summit Station is sold.  ATC Lincoln sent a letter with the scope of the work needed to close the wells.  The estimated cost is $7,003.  Mr. Humble asked if it was mandatory that the wells be closed.  Chairman Novak answered that per DEM “the groundwater monitoring wells must be maintained or closed in accordance with Section 13.0 of the RI DEM Rules and Regulations for groundwater quality”.  Mr. Guastini motioned to enter into a contract with ATC Lincoln to close the wells and comply with DEM regulations.  Mr. Mitchell seconded; the motion carried unanimously.  Treasurer Underwood asked if the District could legally (by State Law) advertise a property at its appraisal price before hiring an agent.

            Accident Insurance Update:

            Mr. Holt and Chairman Novak met with Judy from VFIS. Two packages were handed out, 1) Accident & Sickness Summary of Coverages and 2) Property & Casualty Summary of Coverages.  $1,570 was budgeted to enhance the coverage.  Mr. Holt suggests that rather than have a large premium increase, the District should step up the coverage a little bit each year.  The Board agreed to ADD of $150,000 and Accidental Weekly Income of $600/$700 for an additional premium of $1,445 ($124 less than originally budgeted).  Mr. Holt motioned to accept this, Mr. Guastini seconded, motioned carried unanimously.

            Grant Opportunities/Window:

            This was addressed during the Open Forum/Chairman’s Comments portion of the meeting.

            Election of Chairperson:

            Mr. Holt nominated Chairman Novak to continue in the position.  Chairman Novak accepts.

            Set Future BOD Meeting Dates:

The next meeting will be on Thursday June 18, 2009.  Hopefully it will be held at 1110 Victory Highway.

Adjournment:

Mr. Beauchaine motioned to adjourn, Mr. Mitchell seconded, motion carried unanimously.  Meeting adjourned at 7:59pm.