Western Coventry Fire District

1110 Victory Highway

Greene, RI  02827

(401) 397-7520

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May 5, 2010

WCFD Board of Directors Meeting

Present:

Richard Holt, Kent Novak, Earl Mann, John Humble

Absent:

None

Also present:

District Clerk, Deputy Chief Hall, Treasurer Underwood and Taxpayers: David Tate, Ken Jackson, Ginny Novak, Arthur Lavoie, Marion Sykes, Bob Hevey and Skip Mays

Meeting was called to order at 7:00 pm by Chairperson Mann.  He is changing the order of the agenda; there are a couple of items that will only take a short amount of time.

Standard Administrative Procedure Committee:

Chairman Mann said that as Chairman of the SAP Committee John Humble needs to get up to speed with the index of SAP’s.  Mr. Novak said he sent an email out to everyone but he will resend it to Mr. Humble. 

Mr. Holt made the following motion and read it:

“WESTERN COVENTRY FIRE DISTRICT

APRIL15, 2010   PROPOSED RESOLUTION

RESOLUTION REGARDING WESTERN COVENTRY FIRE DISTIRIST STANDARD ADMINISTRATIVE PROCEDURERS

Be it resolved that the Resolution passed by the Board of Directors on September 17, 2009 terminating the listed Standard Administrative Procedures (SAP) be repealed and that all of the terminated SAP’s that have not been subsequently revised and/or updated  by the SAP Review Committee  be reinstated to their status prior to September 17, 2009.

Be it further resolved that all SAP’s revised and/or updated by the SAP Review Committee subsequent to September 17, 2009, including those that have been approved by the Board of Directors, be modified by changing the Term “Expiration Date” to “Review Date” during the planned final review of the SAP’s by the SAP Review Committee and that all future SAP’s contain the Term “Review Date”.”

The clerk requested the resolution in Word format for use in the minutes.  Mr. Humble seconded the motion.  Mr. Novak asked how this is different from what was passed in September.  Mr. Holt answered that the SAP’s will not expire.  Mr. Novak asked what the purpose of the review date was and asked if they remain static again for 8 years will they still remain active.  Mr. Holt said yes they would.  Mssrs. Humble, Holt and Mann voted Aye, Mr. Novak voted Nay, motion carried 3-1.

By-Laws Committee Continuation:

Chairman Mann said that Mr. Smith told him he would call for a meeting within the next couple of weeks.

Summit Station Sale Update:

Mr. Novak informed the Board that the closing is scheduled for tomorrow at 11am; Attorney Keith Ryan is handling the closing.  Mr. Novak handed out a resolution and explained that it needed to be signed by the BOD so that Mr. Novak could sign on the BOD’s behalf at the sale.  Wording is as follows:

“RESOLUTION

OF

WESTERN COVENTRY FIRE DISTRICT

            The following resolutions are hereby unanimously adopted by the Board of Directors of the Western Coventry Fire District:

            RESOLVED, KENT C. NOVAK is empowered and authorized to sign any and all documents necessary to effectuate the sale of the property known as 4661 Flat River Road Coventry, Rhode Island, also referred to as Assessor’s Plat 316, Lot 57 including but not limited to Deed and any documents required by the Buyer, it’s lender or authorized agent.

            FURTHER RESOLVED, that all the activities for and on behalf of the WESTERN COVENTRY FIRE DISTRICT by its respective officers and/or directors are ratified and confirmed.

            IN WITNESS WHEREOF, each of the undersigned has executed this

Resolution, effective as of the ____   day of  May, 2010.

This Resolution may be executed in counterparts, each of which shall be deemed an original. ”

Mr. Humble said he would like to see “pertaining to the sale of the building” added to the Resolution.  Mr. Holt agrees; Mr. Humble wrote it in; all BOD members will initial the add-in.  The Resolution will be recorded with the closing documents.

Develop 2010-2011 Fiscal Year Budget Based on Parameters Set at Annual Meeting:

Mr. Humble said the BOD exhausted all line items except Compensation the last time they met and only saved about $3,000.  Much discussion ensued about the 6pm-6am shift but there was no agreement on a change and no further funds cut.

There was discussion about whether Mr. Hevey is a member of the BOD yet.  Chairman Mann read section 2.3.d of the By-laws.

“2.3.ed            VACANCIES CREATED BETWEEN THE ANNUAL MEETING AND DECEMBER 31 OF THE SAME YEAR:  Should a Director vacate his/her seat between the date of the annual meeting and December 31 of the same year, the

Moderator may appoint a taxpayer to fill the vacated seat for a term of only up to the following annual meeting.  The seat will then be filled by election at the that following annual meeting for a term up to the expiration date of the original term

of the vacating Director by a candidate who filed his/her intention to run with the District Clerk prior to the prior December 31 deadline.  The number of votes by descending order received by the candidate as compared with the remaining terms of the vacated seats, also in descending order, will dictate which candidate will fill which vacated seat.”

Mr. Novak called a point of order and read section 2.2.f.

“2.2.f   The Moderator can appoint, with Board of Directors approval, a person to fill any vacancy on in any District Board, office or Committee until the next Annual Meeting. In the event of a vacancy in the moderator’s position the chairperson of the Board of Directors may appoint, with Board of Directors’ approval someone to serve as Acting Moderator until the next annual meeting.”

This item will be put on the agenda of the 5/12/10 BOD meeting.

Adjournment:

Mr. Humble motioned to adjourn, Mr. Holt seconded, motion carried unanimously.  Meeting adjourned at 8:40pm.