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Administrative Board Minutes | February 21, 2017

PORTSMOUTH WATER AND FIRE DISTRICT

1944 East Main Road, Portsmouth, Rhode Island

Administrative Board Meeting Minutes

February 21, 2017

The Administrative Board Meeting was held at the Portsmouth Water and Fire District’s office.

OPENING BY CHAIRMAN AND ROLL CALL

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

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

Absent – Ronald Molleur

Also present – David F. Fox

Mr. Driscoll noted that the General Manager, William McGlinn, is not able to attend the meeting; however, if needed, he is available by telephone.

GUESTS – None

CORRESPONDENCE

Letter dated January 6, 2017 from Joann Chaves-Darosa; Re: 43 Mason Ave Request for Relief

Mr. Driscoll noted that there was no letter included in the package.

MINUTES OF MEETINGS

Approve Administrative Board Meeting Minutes of January 17, 2017

Approve Administrative Board Executive Meeting Minutes of January 17, 2017

Mr. Faerber, seconded by Mr. Nott, made a motion to approve the Administrative Board Meeting Minutes and Administrative Board Meeting Executive Session Minutes of January 17, 2017.

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

Approve Special Administrative Board Meeting Minutes of February 13, 2017

Approve Special Administrative Board Executive Meeting Minutes of February 13, 2017

Mr. Faerber, seconded by Ms. Cortvriend, made a motion to approve the Administrative Board Meeting Minutes and Administrative Board Meeting Executive Session Minutes of February 13, 2017.

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

Present Engineering Subcommittee Meeting Minutes of February 13, 2017

Mr. Nott noted that he was not present for the Engineering Subcommittee Meeting.

Mr. Fox noted that no action could be taken during the Engineering Subcommittee Meeting because there was no quorum.

ENGINEERING SUBCOMMITTEE

History of Inquiries and Requests for Water Service Outside of the District’s Legislated Boundaries

History of City of Newport Water Customers in Middletown that Receive Water Service through

District Water Mains

Mr. Fox stated that the District is delaying discussion on the matter until the Engineering Subcommittee has a meeting where the members can review it and solicit input from the public that may be potential applicants.

Mr. Czech stated that the members present at the Subcommittee Meeting did review the extensive details presented by Mr. McGlinn, which gave the members information that needs to be considered – particularly the Middletown border.

UNFINISHED BUSINESS

NEW BUSINESS

Approve Payment of Bills Listed

Mr. Nott, seconded by Ms. Cortvriend, made a motion to approve the Payment of Bills in the amount of $237,260.44.

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

Approve Special Payments

Mr. Faerber, seconded by Ms. Cortvriend, made a motion to approve the Special Payment of Bills in the amount of $170.00 to the Town of Portsmouth.

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

Approve Transfer/Invest

Mr. Faerber, seconded by Mr. Nott, made a motion to approve the Transfer of $225,000.00, from Citizens Checking Account to People’s Credit Union.

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

Budget to Actual – Presented

Summary of Bank Accounts – Presented

Report on Water Shut-off for Non Payment – Presented

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

Mr. Faerber, seconded by Mr. Czech, made a motion to approve the 2012 – RI Infrastructure Bond Capital Expense Payments for AMI Project in the amount of $5,186.05 to Easton Winwater Company.

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

Hire-Out GIS Analyst to North Tiverton Fire District

Mr. Driscoll explained that the District is considering capitalizing on its GIS Analyst’s, Thomas Mayo, skills and track record. It was noted that there will be a time when there won’t be enough full-time work for Mr. Mayo, and Mr. McGlinn is asking the Board for its feelings on pursuing the matter.

It was noted that Mr. Fox will review the District’s liability, should the Board decide to pursue the matter.

Mr. Nott asked who would be liable for Mr. Mayo’s work.

Mr. Fox explained that the District has liability insurance covering its employees; however, the question becomes whether the District’s carrier will acknowledge this type of agreement.

Depending on the risk factor, the Board will be able to decide whether it will be beneficial for the District to pursue such offers. Also, making it part of an agreement is one of the ways to draw in either their insurance or the District’s.

Mr. Czech suggested that the District consider charging for the person’s hourly rate, insurance, SEP, and other items, as well as any additional cost for additional coverage charged by the District’s insurance carrier.

Mr. Nott, seconded by Mr. Faerber, made a motion to authorize the General Manager to proceed with obtaining proposals to hire-Out GIS Analyst to North Tiverton Fire District and submit for legal review.

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

REPORT FROM GENERAL MANAGER

Water Service Application Approvals – Presented

Demand Report – Presented

Operations Report – Presented

Disposal of Assets – Presented

REPORT FROM GENERAL MANAGER Continued

Water Quality Update

UCMR4

Chlorate

Ms. Cortvriend, seconded by Mr. Czech, made a motion to table discussion until the next Administrative Board Meeting.

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

DEM Notice of Violation

Mr. Driscoll stated that the District submitted a report late.

Mr. Nott stated that the District did not report its Microbiological test results for August 2016 within the required timeframe, and he is asking what the explanation is.

Mr. Fox suggested tabling the discussion.

Mr. Nott, seconded by Ms. Cortvriend, made a motion to table the discussion until the next Administrative Board Meeting.

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

Subaqueous Pipeline Leak – Update

Mr. Driscoll stated that Mr. McGlinn informed him that the Subaqueous Pipeline is not leaking.

Request Approval for Replacement of Failed Motor for Pump #1 at Turkey Hill Pump Station

Mr. Nott, seconded by Ms. Cortvriend, made a motion to authorize the General Manager to purchase a replacement motor for pump #1 at the Turkey Hill Pump Station at the quoted cost of $4,050.

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

Receive Proposals for Miscellaneous Construction and Repairs to Water System and Award Contract

Approve Construction Billing Rates

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

   Award full service contracts for 2017 Miscellaneous Construction and Repairs to Water System to J&A Landscaping and East Coast Landscaping and Construction, Inc. for full service work, including paving, predicated on:

    Satisfactory response to the request for proposals,

   Fairness and reasonableness of the prices, generally.

   Prior satisfactory performance of East Coast Landscaping and Construction, Inc. and J&A Landscaping working on the District’s system.

   Award a contract to The Lawn Care Company for limited service for loaming and seeding work predicated on the:

    Fair and reasonable prices,

   Favorable pricing compared to other proposals,

   Satisfactory work experience with the District.

   Approve the “PWFD Billing” prices shown on the “Tabulation of 2017 Approved Construction Contractors and PWFD Billing Rates”, which will be used to bill customers for the various types of construction work performed by the District, particularly for curb stop installations.

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

   Approve the “PWFD Billing” prices shown on the “Tabulation of 2017 Approved Construction Contractors and PWFD Billing Rates”, which will be used to bill customers for the various types of construction work performed by the District, particularly for curb stop installations.

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

General Manager’s Vacation – Presented

REPORT FROM LEGAL COUNSEL

Mr. Fox noted he has nothing to discuss in open session.

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

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

A.  Personnel: 42-46-5(a)(1) :

1)   Office Manager Position – Update

2)  Authorize an Employment Contract for New Office Manager

C.   Litigation: 42-46-5 (a) (2)

1)   Newport Water Contract Negotiations

B.   Acquisition or Lease of Real Property: 42-46-5 (a) (5)

1)   AT&T Wireless

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

RETURN TO OPEN SESSION

Disclosure of Executive Session Votes and Disposition of Minutes

Mr. Nott, seconded by Mr. Faerber, made a motion to Seal the Executive Session Meeting Minutes of February 21, 2017. Discussed were:

Personnel: 42-46-5(a)(1):

1)  Office Manager Position – Update

2)  Authorize an Employment Contract for New Office Manager

No votes were taken.

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

1)  Newport Water Contract Negotiations

No vote was taken.

Acquisition or Lease of Real Property: 42-46-5 (a) (5)

1)  AT&T Wireless

No vote was taken.

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

 

 

 

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                                                                                                                         Philip T. Driscoll, Clerk