Western Coventry Fire District

1110 Victory Highway

Greene, RI  02827

(401) 397-7520

_____________________________________________________________________

June 16, 2010

WCFD Board of Directors Meeting

Present:

Richard Holt, Kent Novak, Earl Mann, John Humble and Robert Hevey

Absent:

None

Also present:

District Clerk, Treasurer Underwood, Deputy Chief Hall, Tax Collector Smith and Taxpayers: Ginny Novak, David Tate and Skip Mays.

Meeting was called to order at 6:58 pm by Chairperson Mann. 

Minutes of May 19, 2010 Board of Directors Meeting:

Mr. Holt motioned to accept the May 19^th minutes as presented.  Mr. Novak seconded, motion carried unanimously.  Mr. Holt asked that the minutes be made available sooner than they have been.

Approval/Posting of Annual meeting:

Mr. Hevey is questioning whether the BOD needs to approve the minutes of the Annual Meeting.  Mr. Novak said he doesn’t believe the BOD has ever done this.  Mr. Hevey made a motion to post an electronic copy on the district website and have a hard copy will be available in the station for anyone who wants to see it.  Mr. Humble seconded, motion carried unanimously.

Chief’s Report:

Report copies handed out (WCFD Activity Report, Run Data and Run Breakdown by Shift).  The Chief’s report was read by Deputy Chief Hall.  Chairman Mann added to the information regarding the Cascade System by saying that there will be a $200 charge for the driver to remove the system from the truck.  The other alternative is for staff to remove it.  He wanted to know if the BOD would approve the extra expense.  Mr. Novak said that since the district is paying 5% of the grant amount it would be an extra cost of approximately $10.  Mr. Novak remarked on the E-9’s first fire call.  He was there and couldn’t believe the engine was able to get between the two buildings.  He also said there were men present in the station and that they got out the door quickly.  He also made reference to a call on 6/14 at 6:08pm where 2 members were able to respond to the Central Coventry station in a timely manner because they happened to be at our station.  There was another call on 6/13 at 5:02 that was a Central Coventry Rescue call; again someone was at the station and arrived on scene in 15 minutes only 2 minutes after Engine 7.  A third call was on 6/15 shortly after 6pm; it was a rescue call to Rts 117 and 14.  Mr. Novak wants to congratulate the men and women.  Mr. Humble made a motion to accept the Chief’s report, Mr. Hevey seconded, motion carried unanimously.

Purchase of keypad type, controlled substance security box:

Chairman Mann was involved in a discussion a while back regarding the rescue.  The price of a keypad type controlled substance security box is approximately $550.00; he said it could be purchased with Rescue Recovery Funds.  Mr. Holt asked what the current system is.  Deputy Chief Hall answered that there is a locked box inside of a locked cabinet and said it is not a very secure system.  Discussion ensued which brought up the question of how codes are entered, changed and how it would be monitored.  It is agreed that a demonstration would be necessary.  Mr. Humble motioned to spend $550 for a secure narcotics box, Mr. Holt seconded.  Motion carried unanimously.

New station construction issue report:

Mr. Humble has contact McFee, the structural engineer and the project manager; he has received a couple of options but needs to first talk to Alhambra to make sure it was constructed properly.

Diesel Equipment grant status:        

Hand out (RIDEM Diesel Tasks).  Mr. Novak has the grant approval letter and the federal reporting requirement has already been taken care of.  Now that the grant has been formally approved the district is under the gun to get the required tasks completed.  Mr. Novak said #’s 1-4 are easy. He spoke with 2 places in regards to # 5 (written certification of scrappage from a licensed wrecking facility).  Exeter Scrap Metal could get it done but could not take the vehicle in and would pay $0.05 - $0.06/pound.  F & G Salvage can take care of everything including providing the required letter and will pay $103.00/ton.  DEM has granted leeway of the due date; they have been using the date placed in service in place of the delivery date.  There is a $50,000.00 check waiting for the district to complete the tasks; Mr. Novak’s goal is to get the tasks completed by next Wednesday (6/23).  He motioned to scrap E-9 with F & G Salvage.  Mr. Humble seconded, Mr. Holt asked if all the usable parts have been removed from it.  Mr. Novak answered 99%.  Motion carried unanimously.

By-Laws Committee Status:

None.

Computer information Technology and Website management:

Mr. Hevey was surprised to see this item on the agenda; he originally agreed to consider this.  He will look into what this requires.  Mr. Novak said there was a network external drive that has never been installed.  Chairperson Mann will put this item on hold until Mr. Hevey gets a chance to go to the station and look at the systems.

Tax Collector’s Report:

Report copies handed out (email).  Additional report handed out, Trial Balance Report.

Tax Collector Smith said the State is no longer going to reimburse the fire districts for car taxes but they passed a law that will allow fire districts to bill at the 1998 rate; minimum bill of $10.00.  Central and Hopkins Hill fire districts will not send out car tax bills.  Our district will need to have a 6 1/2 % increase; $6.50 per thousand to make up for this deficit.  Tax Collector Smith said she would rather not bill vehicles in the district and Opal said it would cost a lot of money to create a program.  She also said there was not a good collection rate on these bills, they can’t be sent to tax sale they can only stop registrations.  Tax Collector Smith said in the past the district has written off $4,000 - $5,000 in car taxes.  Mr. Humble motioned to levy the car tax based on real estate values.  Mr. Holt seconded, motion carried unanimously.

Treasurer’s Report and Budget recommendations:

Report copies handed out (Treasurer’s Report, May Expense Ledger, May Station Ledger and May Balance Sheet).  Treasurer Underwood asked the members to take a look at the budget column to be sure the amounts are as discussed.  He said on the expense side no money has come in from FEMA yet and asked if there was any update.  Chairman Mann answered no.  Treasurer Underwood said he would be reducing the station loan by the residual value after the audit is done; the audit should be complete next week.  He has a list of requests from the auditors that he will forward to the Chief and the BOD.  He said we are being held to higher standards than we have been in the past; that is why the audit is taking longer than usual.  He hopes it will be done by the end of next week.

The operating expenses have to be watched without the FEMA money.  Mr. Humble motioned to accept the Treasurer’s report as presented, Mr. Hevey seconded.  Discussion:  Mr. Novak pointed out that the Fire Alarm issue is still an open item; $5,000.00 bill.  Treasurer Underwood said the Board needs to make a decision; he has some thoughts on it.  Chairman Mann asked it the FEMA money could be used.  Treasurer Underwood said they have to decide if the division is fair; for example Central is 3 districts but they only pay ¼.  We paid for the Waterman Tower, we maintain it and we pay the electricity.  Mr. Hevey said this would be a good topic for the next meeting.  Treasurer Underwood said in his opinion it is not a fair methodology.  Tax Collector Smith said when they split tangibles they (Central) takes 4/7 of the share.  Motion carried unanimously.

Report of the SAP Committee:

See handout.  Mr. Humble read the report.  Mr. Holt motioned to accept the SAP Committee report as presented, Mr. Hevey seconded.  Treasurer Underwood said he asked the Chief to poll the members regarding the Men’s Fund account.  He (Underwood) suggests using the money up and then the members can start their own fund.  Mr. Holt asked Treasurer Underwood, regarding the Rescue Recovery SAP, what he considered a capital asset.  He answered a significant item with long term value but doesn’t suggest using the term “capital asset” on the SAP.  Motion carried unanimously.

Establishment of a Capital Equipment Procurement Forecast with associated budgetary requirements:

See hand out.  The Chief’s Projected Vehicle Replacement Schedule has been updated to reflect the recent Treasurer’s report.  Mr. Novak and the Chief worked on it during the budget season.  It is a best guess as of this month; the new engine is not included.  Mr. Holt said the figures don’t include miscellaneous items that have come out of the fund and suggests adding something.  Treasurer Underwood said he would go over the records for the past 5 years and see how much was spent.  Mr. Humble said that space was allowed in the new station for watercraft; is this still being considered?  Deputy Chief Hall said he would like to see it.  Chairman Mann said that at one point a boat was purchased and given to Central to put on their trailer; he asked what happened to it.  Taxpayer Mays said that Central returned it to the district and it was sold 5-6 years ago.  Treasurer Underwood said the schedule should also include the heart monitor and other capital items.  Mr. Novak said also use some portable pumps; he thinks it would be wise to purchase some soon.  Mr. Humble would like to see the report quarterly.

Mr. Holt motioned to add 2 items to the agenda; Open Forum and Adjournment, Mr. Hevey seconded.  Messrs. Hevey, Holt, Humble and Mann voted Aye, Mr. Novak abstained.  Motion carries 4-0.  Mr. Holt said R.I.G.L. 42-46-6 b is justification for being able to add items to an agenda; the BOD can add agenda items by majority vote of members.

“TITLE 42
State Affairs and Government

CHAPTER 42-46
Open Meetings

SECTION 42-46-6

   § 42-46-6  Notice. – (a) All public bodies shall give written notice of their regularly scheduled meetings at the beginning of each calendar year. The notice shall include the dates, times, and places of the meetings and shall be provided to members of the public upon request and to the secretary of state at the beginning of each calendar year in accordance with subsection (f).

   (b) Public bodies shall give supplemental written public notice of any meeting within a minimum of forty-eight (48) hours before the date. This notice shall include the date the notice was posted, the date, time and place of the meeting, and a statement specifying the nature of the business to be discussed. Copies of the notice shall be maintained by the public body for a minimum of one year. Nothing contained herein shall prevent a public body, other than a school committee, from adding additional items to the agenda by majority vote of the members. School committees may, however, add items for informational purposes only, pursuant to a request, submitted in writing, by a member of the public during the public comment session of the school committee's meetings. Said informational items may not be voted upon unless they have been posted in accordance with the provisions of this section. Such additional items shall be for informational purposes only and may not be voted on except where necessary to address an unexpected occurrence that requires immediate action to protect the public or to refer the matter to an appropriate committee or to another body or official.

   (c) Written public notice shall include, but need not be limited to, posting a copy of the notice at the principal office of the public body holding the meeting, or if no principal office exists, at the building in which the meeting is to be held, and in at least one other prominent place within the governmental unit, and electronic filing of the notice with the secretary of state pursuant to subsection (f); provided, that in the case of school committees the required public notice shall be published in a newspaper of general circulation in the school district under the committee's jurisdiction; however, ad hoc committees, sub committees and advisory committees of school committees shall not be required to publish notice in a newspaper; however, nothing contained herein shall prevent a public body from holding an emergency meeting, upon an affirmative vote of the majority of the members of the body when the meeting is deemed necessary to address an unexpected occurrence that requires immediate action to protect the public. If an emergency meeting is called, a meeting notice and agenda shall be posted as soon as practicable and shall be electronically filed with the secretary of state pursuant to subsection (e) and, upon meeting, the public body shall state for the record and minutes why the matter must be addressed in less than forty-eight (48) hours and only discuss the issue or issues which created the need for an emergency meeting. Nothing contained herein shall be used in the circumvention of the spirit and requirements of this chapter.

   (d) Nothing within this chapter shall prohibit any public body, or the members thereof, from responding to comments initiated by a member of the public during a properly noticed open forum even if the subject matter of a citizen's comments or discussions were not previously posted, provided such matters shall be for informational purposes only and may not be voted on except where necessary to address an unexpected occurrence that requires immediate action to protect the public or to refer the matter to an appropriate committee or to another body or official. Nothing contained in this chapter requires any public body to hold an open forum session, to entertain or respond to any topic nor does it prohibit any public body from limiting comment on any topic at such an open forum session. No public body, or the members thereof, may use this section to circumvent the spirit or requirements of this chapter.

   (e) A school committee may add agenda items not appearing in the published notice required by this section under the following conditions:

   (1) The revised agenda is electronically filed with the secretary of state pursuant to subsection (f), and is posted on the school district's website and the two (2) public locations required by this section at least forty-eight (48) hours in advance of the meeting;

   (2) The new agenda items were unexpected and could not have been added in time for newspaper publication;

   (3) Upon meeting, the public body states for the record and minutes why the agenda items could not have been added in time for newspaper publication and need to be addressed at the meeting;

   (4) A formal process is available to provide timely notice of the revised agenda to any person who has requested that notice, and the school district has taken reasonable steps to make the public aware of this process; and

   (5) The published notice shall include a statement that any changes in the agenda will be posted on the school district's web site and the two (2) public locations required by this section and will be electronically filed with the secretary of state at least forty-eight (48) hours in advance of the meeting.

   (f) All notices required by this section to be filed with the secretary of state shall be electronically transmitted to the secretary of state in accordance with rules and regulations which shall be promulgated by the secretary of state. This requirement of the electronic transmission and filing of notices with the secretary of state shall take effect one year after this subsection takes effect.

   (g) If a public body fails to transmit notices in accordance with this section, then any aggrieved person may file a complaint with the attorney general in accordance with § 42-46-8. “

Open Forum:

Has been allowed throughout the meeting there are no further comments.  Mr. Humble motioned to close the Open Forum, Mr. Holt seconded.  Messrs. Hevey, Holt, Humble and Mann voted Aye, Mr. Novak abstained.  Motion carries 4-0. 

Adjournment:

Mr. Humble motioned to adjourn, Mr. Hevey seconded.  Messrs. Hevey, Holt, Humble and Mann voted Aye, Mr. Novak abstained.  Motion carries 4-0.  Meeting adjourned at approximately 9:30pm.