WESTERN COVENTRY FIRE DISTRICT
BOARD OF DIRECTORS MEETING
SUMMIT FIRE STATION
1110 VICTORY HIGHWAY
GREENE, RI 02827

MINUTES
FEBRUARY 23, 2011

MEMBERS PRESENT: John Humble

Richard Holt

Kent Novak

Jonathan Farnum Robert Hevey

Glen Underwood Robert Mann

Joan Smith

Pete Gardner

Chief Donald Hall

John Humble called the meeting to order at 7:01 p.m.

2.      Acceptance of minutes of BOD meeting of 19 January 2011 and 9 February 2011  A motion is made by Mr. Holt and seconded by Mr. Farnum to accept the minutes of January 19, 2011. All voted aye. So voted.

Approval of the minutes of February 9, 2011 was tabled to the next meeting.

3.      Chiefs Report

·           Seven fires last month. This year’s total 14. (spreadsheet included in report)

·           34 rescues in January. Total of 304 this year.

·           Four trainings in January including a chimney fire training.

·           Members went through their SCBA review.

·           We had an ice rescue and a CCAP Policy Procedures.

·           The department continues to answer all calls from the district along with responding to mutual aid calls for Central Coventry.

·           During the snow storms members responded above and beyond the call of duty.

·           Capts Mann and Guastini put in extra time to cover the calls.

·           The Town of Coventry helped by sending us a front end loader to move snow for more parking.

·           Both Captains and myself have been working long hours to prepare the budget.

·           Duty Crews going exceptionally well. The four EMT’s working the seconded shift are doing a great job. It will be good to have more EMTC’s on board in the future.

Respectfully submitted.

Captains Report

·           All apparatus running fine with no major problems

• Engine 8 and 18 have had annual service and DOT inspections

·           Engine 18 had air tanks replaced in braking system necessary to DOT inspection. More work
needs to be done but nothing required at this time to make the truck safe to be on the road.

·           Engine 8 had brake work done also.

·           Unit 5, body work completed by Weeks Hill Auto. We received insurance check and paid Weeks Hill Auto minus $500 deductible.

·           Snow got into the ductwork and was melting in several areas of the station especially above the day room and computer. Snow entered vent on the south side due to wind. Hopkins Hill came down and shoveled the snow off and cleared the vent. Pictures were taken of the damaged tiles and vent.

·           Sasha did not design the system, was just the engineer. Mr. Humble spoke with a representative from Alhambra and was told the system was designed by the engineering firm of the original architect so that’s where you’re going to have to go back to.

Rescue Captains Report

·           Average month of January, two calls over the month of January during the same time (in the spreadsheet).

·           CO Sensor from Apollo Safety is back in service and operational again.

·           Burning of the Green was cancelled due to snow.

·           Rescue was out of service for repairs but we were able use the reserve rescue thanks to the generosity of Chief Frank Brown of Hopkins Hill.

·           As requested there is a comparison with flood calls on the report and the year to date comparison also.

Respectfully Captain Kelly Guastini

Chief Hall describes a report of breakdown of number of calls per shift. The two full time shifts during the day Monday through Friday, there was 102 calls or 33%.

Saturday 8-4:00, there were 17 calls or 6% of the calls.

Night Shift 10:00 p.m. – 6:00 a.m.; there were 54 calls or 15%.

Evening Shift 6-10:00 p.m., there were 56 calls or 18%.

The night and evening shifts cover more calls than the daytime full time shifts. Calls from 6:00 a.m. to 4-6:00 p.m. there were 44 calls or 14%.

Sunday there were 35 calls with 11%.

The majority of the calls are being done by the night shift.

A motion is made by Mr. Holt and seconded by Mr. Hevey to accept the Chiefs report. Discussion. Mr. Humble states that the department is doing a phenomenal job, they deserve accolades.

The Chief will attend the next EMA meeting.

The Town Manager will talk to Dennis Smith regarding the Town fuel. The Chief spoke to Mr. Smith who mentioned the fuel checking system. They check the fuel every day before and after they get a drop. They also do another type of test weekly.

Captain Mann put together an excellent list of issues related to the bad fuel. Mr. Humble will put a letter together with this information and send it to Councilman Spear.

Mr. Humble                  If we would have had an incident like that would our insurance have covered that?

Chief Hall believes that the insurance company said if it was brought to light immediately they would have probably done something.

Mr. Novak asks about the fuel tank rotting from the inside out.

Capt Mann The rescue was running rough. The mechanic came and put an additive in it to see if that clears it up. It didn’t. We had it towed. He called back and said there is something wrong with the tank and they said there is no lining in that tank. It’s a stainless steel tank.

The Chief filed a police report for a missing $2,500-$4,000 radio missing. Capt Guastini will get a quote from Motorola for an exact estimate before going to the insurance company. The radio was purchased with a grant from the RI Fire Chiefs. The radio has been deactivated.

All voted aye to accept the Chiefs Report.

4.         Moderators Report

There is no Moderators Report for this meeting.

5.         Treasurers Report

·           There is no unusual activity this month.

·           The Treasurer is working on a new budget format.

·           Capital Reserve balance will drop by $955 for Tatro and $1,000 for Alhambra.

·           January Rescue Recovery $95,000.

·           Capital Lease for Engine 9 owed is $228,651 added to $1.3 million for the station.

A motion was made by Mr. Farnum and seconded by Mr. Holt to accept the Treasurers Report. Discussion.

The insurance reimbursement goes against the expense account. Operating costs run approximately $40,000 per month.

All voted aye to accept the Treasurers Report.

6. Tax Collectors Report

·           Tax Collector reviews her report

A motion is made by Mr. Novak and seconded by Mr. Farnum to accept the Tax Collectors report. All voted aye. So voted. No discussion.

7. District Clerks Report

·           Preparation for the Annual Meeting has been sent out.

·           Mr. Holt doesn’t believe there needs to be two ballots (one for three year and one for two year terms). Mr. Novak believes it is a typo. The dates are not correct on the bottom. There is no need for two ballots. The bottom needs to mirror the top.

·           Mr. Farnum did not get a copy.

·           The agenda should be changed to non-voters.

·           The purpose of the meeting is to elect district officers and board members and a moderator.

·           Mr. Holt will bring corrections to the Clerks attention.

8.         SAP Committee Report  There have been no meetings, they will resume in March.

9.                   2011-2012 Budget Preparation

·           Truck maintenance justification – handout was received by members. The numbers are already in the budget spreadsheet. It includes all invoices including what was reimbursed by insurance.

Mr. Humble is not sure $10,000 is enough in the budget.

Past history truck repairs (excluding insurance reimbursement), 2006 $9,172; 2007 $6,620; 2008 $14,901; 2009 $21,410.

Routine PM & Truck Repairs                                     $12,000

Training

·           The Chief would like to take training to do with the rescue out of Rescue Recovery.

·           Discussion that members should see what is in rescue recovery now and what expenses should be used from it. The Capital budget will be reviewed for use of rescue recovery also. (Command vehicle, 2000’ of hose, Striker ambulance cart, Lucas CPR system, heart monitor replacement) The Chief believes that in past hose has been taken out of gear and equipment. Mr. Novak doesn’t believe that $5,400 is enough for gear and equipment.

·           Discussion of advantages of engine/tanker.

·           The Chief will update price list for capital items and possibility of grants.

·           Members are concerned of using up rescue recovery monies.

·           Mr. Novak will run two sheets, with and without capital requests. The Chief will supply projections of how much has been spent and a date for replacement.

·           The trailer and boat are not a priority at this time.

• Mr. Underwood states that spending has varied over the years but will give a list total of spending over five years. It’s going to be very hard to touch any rescue recovery to offset the budget. We’re very concerned about what the healthcare is going to do. Medicare will be under pressure to have cuts, what if its rescue recovery.

·           Mr. Farnum feels if we’re not going to take anything from rescue recovery, shouldn’t we try to run the budget expenditures and compare that with income to see what the deficit would be.

·           The budget needs $548,000.

·           Mr. Novak will create another schedule with these particular items in it to determine if there is anything in rescue recovery.

·           Gear and equipment in the 2009-2010 budget was $14,120, actual was $20,000; 2007-2008 budget was $14,184

·           Revenue is discussed. The plan was to phase down spending of surplus by a penny each year.

·           We need another $37,000; another $32 on a $400 tax bill. Bottom line $548,000 last year was $547,000.

·           Payroll increase equal $34,000. The calculation that needs to be looked at again is training pay, etc. taking out the flood pay.

•

New business

·                       Certificates for members who worked during the flood were signed.

10. Commence Planning for WCFD annual meeting

·           Printing is done at Staples

·           PA system has been obtained at Hyde Music in the past. The Chief thinks the present system may work.

11. Retrieval process for issued district property not being utilized

·           Discussion of how to get department property from former members. A certified letter will be
mailed to return the property by a certain date and then it is considered stolen property.

12. Process for complaints filed anonymously

·           The Attorney General’s office of the office of the Secretary of State will be contacted to see if these matters have to be discussed in executive session. The matter should be resolved before the annual meeting.

13. Status of BOD harassment sensitivity video training

·           All district officers have watched the video

14. Signing of Flood Commendation letters

·           All commendations were signed and will be presented at training on February 28^th.

15. New Business

·           Members agree to pay interim clerk.