Western Coventry Fire District

4661 Flat River Road

Greene, RI  02827

(401) 397-7520

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November 19, 2009

WCFD Board of Directors Meeting

Present:

Richard Holt, Kent Novak and Jonathan Mitchell and Peter Beauchaine (left meeting at 9:56pm)

Absent:

Robert Guastini

Also present:

Chief Joel Pomfret, District Clerk Jean Pomfret, Tax Collector Joan Smith, Moderator Chuck Smith, Treasurer Glen Underwood, Deputy Chief Hall, Firefighter Pete Lamarine, Taxpayer Steven Autieri and Angela Gannon from Keller Williams.

Meeting was called to order at 6:30 pm by Chairperson Kent Novak.

Approval of October 2009 BOD Meeting Minutes:

Page 1: under Chairman’s Comments, correct issue date of C.O. is September “24^th”, page 2: under Building Committee Report, 5^th line down, “Mr. Holt said new” should read “Mr. Holt said we”, under Old Business, correct spelling of business, page 3: under Well Closing, last word of second line should be “latest”.  Mr. Mitchell motioned to accept the October meeting minutes as corrected, Mr. Holt seconded, motion passed unanimously.

Presentation by Angela Gannon, Real Estate Broker:

Ms. Gannon is a representative of Keller Williams Realty and she is also a taxpayer.  She presented a marketing analysis that she prepared for the property; she would like the board to take a look and she would be happy to answer any questions.  Mr. Mitchell asked what she thought the Fair Market Value of the property was with the understanding that they want to sell it quickly; she answered $250,000.00.  Chief Pomfret asked her based on her years of experience is an advantage or a disadvantage that there are not many other businesses in the area.  She answered that it depended; she wouldn’t want to make any promises.  The property would be listed on MLS and the contract would be for a minimum of 6 months.  Treasurer Underwood explained that the BOD is exploring some other alternatives with the Town.  Ms. Gannon said there could be some exclusions in the contract if the BOD wanted. 

Chairman’s Comments:

Chairman Novak thanked any one and every one who had anything to do with the open house; about 200 people attended.  Mr. Beauchaine thanked Chairman Novak for all his time and effort, physical and otherwise.

Moderator’s Report:

Nothing to report.

Chief’s Report:

Report copies handed out (WCFD Activity Report, October Salaries and Run Data report).  The quote to fix Engine 9 is $742.00 and additional work is needed; repair of the pump will be very costly.  Mr. Mitchell said that with Engine 9’s issues they could be compromising safety.  He asked what should be done in the short and long run.  The Chief answered he would like to replace it today but he can’t.  So far all problems have been during trainings; he fears it will fail during a live fire with people in a building.  He suggests removing it from service but unfortunately Engine 8 has been out of service for 1-2 weeks.  There are no surplus trucks around to borrow.  The tech said he feels as if the district is wasting money repairing it; it won’t come apart in one piece.  Mr. Mitchell said he is concerned, he believes the BOD needs to take action soon; they may be compromising the safety and lives of personnel.  Chief Pomfret told the BOD that starting January 1, 2010 there will be new EPA regulations that will push the price of trucks up $20,000.00 to $30,000.00; he said the new EPA regs are destroying the diesel engine.  The district has submitted a grant request for a new truck but hasn’t heard anything.  Moderator Smith suggests asking Senator Reed to look into the grant.  Mr. Mitchell motioned to accept the reports as presented but believes a committee should be formed tonight to look into replacing Engine 9.  Mr. Holt seconded, motion carried unanimously.

Treasurer’s Report:

Report copies handed out (Treasurer’s Report October 31, 2009, General Ledger from 10/09-10/31/09, General Ledger from 3/1/08-10/31/09 and Balance Sheet dated October 31, 2009).  Treasurer Underwood said the Revenue side is doing fine and overall collections have been good.  On the expense side there are a couple of increases, insurance and legal but we are still in decent shape.  We are now in our mortgage agreement with Centerville Bank.  Mr. Beauchaine motions to accept the reports as presented, Mr. Mitchell seconds, motion carries unanimously.

Tax Collector’s Report:

Report copies handed out (email).  An additional report was handed out, Trial Balance Report 10/1/09 – 10/31/09.  Tax Collector Smith said there were 7 redemptions last month.  Mr. Holt motioned to accept the reports as presented, Mr. Beauchaine seconded, motion carried unanimously.

District Clerk’s Report:

The ad for the posting of Notice of Intent to Run for District Office will appear in the paper on December 1^st.

Building Committee Report:

Chairman Novak said the water is clear.  The remaining electrical work has not yet started at the Summit station.  Chief Pomfret said the heaters are now working in the bunk rooms but there is still an issue in the wash room.  A bill for $552.13 was received from Joseph McPhee for architectural services. Mr. Mitchell asked what it was for; Chairman Novak answered a 2% change in construction administration from September to November.  Mr. Mitchell asked for a copy of the bill.  Mr. Holt said he doesn’t have a problem paying it; he said it is the last of the money he is owed.  Mr. Holt motioned to approve the McPhee invoice of $552.13.  Mr. Beauchaine seconded, Mr. Mitchell abstained, Mssrs. Holt, Beauchaine and Chairman Novak voted Aye, motion carried.

Chief Pomfret asked who owned the right to the architectural design of the building because he has had a request for a copy of the blue prints; he is reluctant to give them out.  Chairman Novak told the chief to forward the person to Joseph McPhee.

Chairman Novak asked if there was a need for the Building Committee to continue.  Mr. Mitchell motioned to have the BOD assume the role of the Building Committee.  Mr. Holt says there are still some loose ends and recommends having one more meeting with a recommendation to the BOD.  Chairman Novak recommends the purchase of computers for under $5,000.00.  Captain Guastini’s computer is 75% full.  Mr. Beauchaine seconds Mr. Mitchell’s motion, Mssrs. Mitchell, Beauchaine and Chairman Novak vote Aye, Mr. Holt is opposed, motion carries 3 to 1.  The Station Ledger is at $2.17 million; it is important not to go over the $2.2 million.  There is $20,000.00 being retained and $5,000.00 still owed to Alhambra which will be held until everyone is satisfied there are no other issues and upon delivery of the final documents.  The $5,000.00 should be closed by the Fiscal Year.  In reference to the purchase of computers, Mr. Mitchell reminded the BOD that in the minutes of the August Building Committee report it states “the above stated estimates, commitments and payments total do not include the yet to be determined cost of the unlikely event of any further required change orders, landscaping and general maintenance equipment, IT system, street signage, possible water treatment system and incidental needs.  These costs will be funded by the total unassigned balance of $79,168.00”.  Mr. Mitchell motioned to approve the purchase of computers and a router provided the cost not exceed $4,999.00.  Mr. Beauchaine seconded.  The funds will come from the Building fund.  Chief Pomfret asked who would make the purchase.  Mr. Mitchell amended his motion to have Chairman Novak make the purchase, Mr. Beauchaine seconded the amendment.  Mssrs. Mitchell, Beauchaine and Chairman Novak voted Aye, Mr. Holt abstained, motion carried. 

Administrative Vehicle Committee Report:

The committee is making good progress with the specs presented by the Chief.  Mr. Holt asked what type of vehicle was being looked at.  Mr. Beauchaine answered an expedition; they are looking at a turn key vehicle and also buying just the vehicle and having separate vendors do the work to see if there is a cost savings.  Treasurer Underwood asked if it is the intention to get taxpayer approval for this.  Chairman Novak answered yes.  Treasurer Underwood said the taxpayers will want justification.

SAP/SOP Committee Update:

Minutes of the 9/10/2009 meeting are for informational purposes only.  Mr. Mitchell requested the removal of a member for lack of attendance; missed 5 meetings and only called out for 1.  He made the motion made to remove Mr. Guastini from the SAP Committee.  Mr. Beauchaine seconded.  He has been notified and questioned about his absences and he didn’t respond.  Motion carried unanimously.

SAP 4065, mileage reimbursement, Mr. Mitchell motioned to approve it as presented but said to ignore the format, it will be spell checked.  He is looking for approval based on content only.  There are no large changes with the exception of the rate of reimbursement which is established by the IRS.  Mr. Holt seconded, motion carried unanimously.

SAP 5210.1, SOP on SOP’s and SAP’s.  This is a procedure for writing them and will give them an expiration date.  It will be the district clerk’s responsibility to let the BOD know they are expiring; if they expire they will become inoperative until they are approved.  This is to put a system of checks and balances in place.  Mr. Mitchell motioned to approve, Mr. Beauchaine seconded.  “Review date” will read “expiration date” and “board action” will read “effective date”.  Mssrs. Mitchell, Beauchaine and Chairman Novak voted Aye, Mr. Holt opposes, he disagrees with an automatic expiration date.  Motion carried 3 to 1.

SAP 5211, Public Records Act.  Written by Mr. Holt, this outlines the procedure if some one requests access to records of the district.  Mr. Mitchell motioned to approve, Mr. Beauchaine seconded.  Treasurer Underwood asked if someone asks a district official for records can they be given out or must this be followed? (Request to be directed to the District Clerk).  Mr. Mitchell answered that the SAP must be followed; it is written according to state guidelines.  Motion carried unanimously.

SAP 5354, harassment, Mr. Mitchell motioned to accept as presented, Mr. Holt seconded, motion carried 3 to 0 (Mr. Beauchaine temporarily left the room).

OLD BUISNESS:

            Station Sale Update:

            There has been no further contact from Mike of M&M Landscaping or Keith Deal from Appollo Roofing and Sheet Metal.  Peter Angilly and Phil Doar have each offered $150,000.000 cash.  Mike Baird has not returned any of Mr. Beauchaine’s calls.  Tom Haynes is possible interested.  Discussion ensued regarding minimum bid acceptable if another ad is placed.  Mr. Mitchell made a motion to place an ad with a minimum bid of $175,000.00 giving deadline date and appropriate verbiage regarding acceptance of bids.  Treasurer Underwood doesn’t think the district has anything to lose by holding out for more money and would like to see the ad be placed for $200,000.00.  More discussion regarding price and counter offers.  Mr. Mitchell amended his motion to place and ad for a minimum bid of $185,000.00.  Mr. Holt seconded adding he would like to see a drop dead date and wording that the district can reject any offers.  He would also like Councilman Spear to be asked to put discussion of this on the 12/14/09 agenda.  Bids will be due by 4pm on 12/16/2009.  Motion carried unanimously.

            Grant Opportunities:

            None.

NEW BUSINESS:

VFIS Insurance Policy Update:

$1,837 million for the building and $75 thousand for the contents, Mr. Holt questions if this is enough.  Is gear contents or part of mobile?  Verification is needed of what “contents” covers.  Chairman Novak will get additional information.

Mr. Holt distributed a budget timetable that had been agreed to.

Storage needs:

Storage is needed for the snow blower, lawn mower, hose, salt for the iron x pellets, trimmer and other items.  If the shed from the old building is moved it will probably fall apart plus it is full of mold.  Chairman Novak said another concern with the old shed is critter control.  It also looks bad and is it even big enough?  A shed can be purchased from Kloter Farms for $4,995.00, delivered and assembled.  Arrow Storage Sheds can ship unassembled for $2,108.24.  Chairman Novak looked at the sheds at Home Depot and he is not impressed with the quality.

Adjournment:

Mr. Mitchell motioned to adjourn, Mr. Holt seconded, motion carried unanimously.  Meeting adjourned at 10:05pm.