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Administrative Board Minutes | December 20, 2016

PORTSMOUTH WATER AND FIRE DISTRICT

1944 East Main Road, Portsmouth, Rhode Island

Administrative Board Meeting Minutes

December 20, 2016

OPENING BY CHAIRMAN AND ROLL CALL

The Administrative Board Meeting was called to order at 7:00 PM by Chairman Philip Driscoll.

Present – Michael Nott, Frederick Faerber, Teri-Denise Cortvriend, Philip Driscoll, Allen Shers, Theodore Czech and Ronald Molleur

Absent –None

Also present – William McGlinn and David F. Fox

GUESTS

Cyril and Michele De Luca-Varley re: Auxiliary Use, 82 Glen Road, Map 58 Lot 46

Mr. Faerber, seconded by Ms. Cortvriend, made a motion to approve an exception to the rule that requires a separate meter and curb stop for each building and allow an after-meter extension of the water serviceline at 82 Glen Road from the existing house to the existing barn on the same property, consistent with past practice, and with the approval predicated on the Zoning Board of Review’s approval of home occupational use and with the Board’s proviso that said approval is for auxiliary use only and is not an approval for a separate living unit.

A vote was taken and the motion passed with Michael Nott, Frederick Faerber, Teri-Denise Cortvriend, Philip Driscoll, Allen Shers, Theodore Czech and Ronald Molleur voting in the affirmative.

Middle Creek Farm, LLC

Attorney Neil Galvin and Developer Michael Behan are present.

Mr. Fox explained that what was thought to be an issue going back thirty years is proving to go back further than that – more like forty to forty-five (40-45) years.

Mr. McGlinn stated he hopes to be able to set up a Subcommittee Meeting mid-January 2017 to address the issue.

Mr. Nott noted that previous discussions include the matter to be assigned to the Engineering Subcommittee.

Mr. Galvin stated he noted the item was listed on the District’s Agenda and wanted to make sure the matter continued to be monitored. There is a matter pending in court that he believes will ultimately determine the outcome of this particular situation; however, in the meantime, obviously to the extent the Board or any of the Subcommittees might be dealing with it, he will keep an eye on the Agenda to see what may be occurring.

Attorney Neil Galvin and Developer Michael Behan thanked the Board and left the meeting.

CORRESPONDENCE

Letter Dated November 8, 2016 from Nasser Real Estate Corp re: letter of commendation – Presented

Voicemail of December 15, 2016 from Bill Alsheimer re: Customer Service – Presented

Letter Dated December 2, 2016 from Gallagher Bassett Services, Inc. (Administrator for District Insurer Arch) to Mattiesen, Wickert & Lehrer (Subrogation Attorney) re: Leak Damage from Water Meter

Mr. McGlinn explained that he has a call into Mr. Abraham, the District’s Insurance Agent, to discuss the Insurance Agency’s position to not cover the damages caused by a faulty water meter.

It was noted that the District purchased 1,300 meters from Elster. They are plastic meters with brass connections. They were installed during 2012 and there have been five (5) meters that have developed cracks in the bases, causing them to leak. Apparently this particular meter leaked more than others or it went unnoticed for a longer period of time.

The meter company has been contacted and it is not known at this time what, if anything, they will do because they are no longer in that business.

MINUTES OF MEETINGS

Approve Administrative Board Meeting Minutes of November 15, 2016

Approve Administrative Board Meeting Executive Session Meeting Minutes of November 15, 2016

Mr. Nott, seconded by Ms. Cortvriend, made a motion to approve the Administrative Board Meeting Minutes and Administrative Board Meeting Executive Session Minutes of November 15, 2016.

A vote was taken and the motion passed with Michael Nott, Frederick Faerber, Teri-Denise Cortvriend, Philip Driscoll, Allen Shers, Theodore Czech and Ronald Molleur voting in the affirmative.

UNFINISHED BUSINESS

Approve Water Main Extension for Brown Terrace

Mr. Nott, seconded by Mr. Faerber, made a motion to approve the Water Main Extension for Brown Terrace as outlined in a letter to Mr. Benevides from Mr. McGlinn.

A vote was taken and the motion passed with Michael Nott, Frederick Faerber, Teri-Denise Cortvriend, Philip Driscoll, Allen Shers, Theodore Czech and Ronald Molleur voting in the affirmative.

National Grid and Efficient Building Fund Program

1)  Scoping Study

2)  Authorization to Apply for Financing Under Efficient Building Fund program

Mr. McGlinn discussed the results of the energy audit conducted by NationalGrid, noting the findings were not as favorable as hoped.

It is his feeling that replacing the District’s HVAC with individual electric powered units for the Office, Conference Room, Operations and Separate Office areas would be much more efficient than the one natural gas unit currently being used.

Mr. Nott, seconded by Mr. Faerber, made a motion to authorize the General Manager to apply for financing Under Efficient Building Fund Program.

A vote was taken and the motion passed with Michael Nott, Frederick Faerber, Teri-Denise Cortvriend, Philip Driscoll, Allen Shers, Theodore Czech and Ronald Molleur voting in the affirmative.

NEW BUSINESS

Approve Payment of Bills Listed

Approve Interim Payments

Mr. Faerber, seconded by Ms. Cortvriend, made a motion to approve the Payment of Bills in the amount of $244,344.86, and the Interim Payment to Easton Winwater $2,407.55.

A vote was taken and the motion passed with Michael Nott, Frederick Faerber, Teri-Denise Cortvriend, Philip Driscoll, Allen Shers, Theodore Czech and Ronald Molleur voting in the affirmative.

Budget to Actual – Presented

Summary of Bank Accounts – Presented

Approve 2012 – RI Infrastructure Bond Capital Expense Payments for AMI Project

Mr. Nott, seconded by Mr. Faerber, made a motion to Approve 2012 – RI Infrastructure Band

Bond Capital Expense Payments for AMI Project in the amount of $21,422.55.

A vote was taken and the motion passed with Michael Nott, Frederick Faerber, Teri-Denise Cortvriend, Philip Driscoll, Allen Shers, Theodore Czech and Ronald Molleur voting in the affirmative.

Present Schedule of 2017 Administrative Board Meetings – Presented

Quarterly Fire District Reports for Period Ending 10/31/16 per RIGL 45-12-22.2 – Presented

REPORT FROM GENERAL MANAGER

Water Service Application Approvals – Presented

Demand Report – Presented

Operations Report – Presented

Disposal of Assets – Presented

Operator Certification Status – Update

Mr. McGlinn noted that:

Operator, Zachery Silveira passed the Distribution III Certification exam

Operator Edward Raposa, Jr. passed the Distribution II and Treatment II exams

Water Quality – Update – Presented

Mr. McGlinn explained that chlorates come about when sodium hypochlorite and chlorine dioxide are used to treat the water. As the sodium hypochlorite ages and decomposes to some degree, it produces more chlorates because it’s feeding on itself.

Chlorates are not regulated; however, there is a Health Advisory Level. The Health Department has directed the District to study its results and reduce the chlorates. There’s not much the District can do because it purchases its water from Newport, and the Health Department is aware of that. It was noted that Newport is researching alternative vendors and storage options for its chlorine to help reduce the levels.

Water Shut-offs for Non-Payment – Update – Presented

Distance Exception for 817 Middle Road; Map 51, Lot 20; Stonegate Farm. LLC

Mr. Faerber, seconded by Mr. Nott, made a motion to Approve an 89-foot exception to the 150-foot maximum water service distance requirement for an existing barn on AP 51, Lot 20, since:

•    A water main extension is not necessary to service the existing house.

•    A main extension is not required to service future customers.

•    There is adequate fire protection in the area.

Require the long serviceline to be installed in a conduit.

A vote was taken and the motion passed with Michael Nott, Frederick Faerber, Teri-Denise Cortvriend, Philip Driscoll, Allen Shers, Theodore Czech and Ronald Molleur voting in the affirmative.

Approve Revisions to Shut-Off Process

•    Customer to be mailed Shut-Off Notice when the account becomes two cycles behind.

•    Rather than posting Door Notices: propose changing to mailing notices to Owners and Tenants – to be received no less than four days before the scheduled shut-off.

•    Operators will no longer collect payment at the property at the time of shut-off.

•    Reinstatement during working hours only.

•    Payment arrangements may be established if done three or more days before the scheduled shut-off date.

•    Customers with a clean payment history for three years will be allowed to pay all but the most recent quarterly billing.

Mr. Faerber, seconded by Mr. Nott, made a motion to approve the revisions to the Shut-off Process as presented.

A vote was taken and the motion passed with Michael Nott, Frederick Faerber, Teri-Denise Cortvriend, Philip Driscoll, Allen Shers, Theodore Czech and Ronald Molleur voting in the affirmative.

Receive Bids Submitted for 2016 Lawn Mowing Service and Award Contract

Mr. Faerber, seconded by Ms. Cortvriend, made a motion to Award the 2017 Lawn Mowing Service Contract to the low bidder, SKAI Lawn and Landscape, of Portsmouth, RI, based on the company’s:

•    low bid,

•    quality of references and

•    fair and reasonable prices;

for the unit bid prices per cut of:

$50.00 for Main Office,

$15.00 for Union St. Pump Station,

$15.00 for Turkey Hill Pump Station,

$15.00 for Butts St. Tank Site,

$17.00 for Hall St. Tank Site

and a total estimated price of $2,106.00.

A vote was taken and the motion passed with Michael Nott, Frederick Faerber, Teri-Denise Cortvriend, Philip Driscoll, Allen Shers, Theodore Czech and Ronald Molleur voting in the affirmative.

General Manager Vacation Schedule – Presented

Request Closing Office at Noon on December 23, 2016

Mr. Nott, seconded by Ms. Cortvriend, made a motion to approve:

1.   Closing the office at noon on December 23, 2016.

2.   The proposed holiday gathering to be catered by Food Works.

A vote was taken and the motion passed with Michael Nott, Frederick Faerber, Teri-Denise Cortvriend, Philip Driscoll, Allen Shers, Theodore Czech and Ronald Molleur voting in the affirmative.

REPORT FROM LEGAL COUNSEL

Mr. Fox noted he has nothing to discuss in Open Session.

EXECUTIVE SESSION 42-46-5 (a), (1) (2)

Mr. Faerber, seconded by Ms. Cortvriend, made a motion to go into Executive Session to discuss:

A.  Personnel: 42-46-5 (a) (1): Any persons to be discussed have been so notified and this statement shall be noted in the minutes of the meeting.

1)  Staff Retirement

B.  Litigation: 42-46-5 (a) (2)

1)  City of Newport – PUC Docket #4025, RI Supreme Court Appeal of Decision

2)  Middle Creek Farm, LLC

A vote was taken and the motion passed with Michael Nott, Frederick Faerber, Teri-Denise Cortvriend, Philip Driscoll, Allen Shers, Theodore Czech and Ronald Molleur voting in the affirmative.

RETURN TO OPEN SESSION

Disclosure of Executive Session Votes and Disposition of Minutes

Mr. Nott, seconded by Ms. Cortvriend, made a motion to Seal the Executive Session Meeting Minutes of December 20, 2016. Discussed were:

Personnel: 42-46-5 (a) (1): Any persons to be discussed have been so notified and this statement shall be noted in the minutes of the meeting.

Staff Retirement

One vote was taken to accept, with regret, Miss Milner’s letter informing the Board of her retirement effective March 31, 2017, and thank her for many years of service and wish her a nice retirement.

Litigation: 42-46-5 (a) (2)

City of Newport – PUC Docket #4025, RI Supreme Court Appeal of Decision

One vote was taken.

Middle Creek Farm, LLC

One vote was taken to retain Hinckley Allen and Snyder to represent the District in the matter of Middle Creek Farm, LLC.

A vote was taken and the motion passed with Michael Nott, Frederick Faerber, Teri-Denise Cortvriend, Philip Driscoll, Allen Shers, Theodore Czech and Ronald Molleur voting in the affirmative.

ADJOURNMENT

Mr. Faerber, seconded by Ms. Cortvriend, made a motion to Adjourn.

A vote was taken and the motion passed with Michael Nott, Frederick Faerber, Teri-Denise Cortvriend, Philip Driscoll, Allen Shers, Theodore Czech and Ronald Molleur voting in the affirmative.

 

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Philip T. Driscoll, Clerk