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Administrative Board Minutes | January 17, 2017

PORTSMOUTH WATER AND FIRE DISTRICT

1944 East Main Road, Portsmouth, Rhode Island

Administrative Board Meeting Minutes

January 17, 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

Absent – Theodore Czech and Ronald Molleur

Also present – William McGlinn and David F. Fox

GUESTS

CORRESPONDENCE

Note from Joe Lorenz, 200 Prospect Farm Rd, RE: Water Rates – Presented

Email from Peter & Catherine Howland, 1334 Anthony Rd, RE: Water Main Break Repair – Presented

Mr. McGlinn noted that Mr. Beaudoin and Mr. Silveira were the Operators that performed the repair.

MINUTES OF MEETINGS

Approve Administrative Board Meeting Minutes of December 20, 2016

Approve Administrative Board Executive Meeting Minutes of December 20, 2016

Mr. Faerber, seconded by Mr. Nott, made a motion to approve the Administrative Board Meeting Minutes and Administrative Board Meeting Executive Session Minutes of December 20, 2016.

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

Present Administrative Subcommittee Meeting Minutes of January 13, 2017 – Presented

Present Administrative Subcommittee Executive Meeting Minutes of January 13, 2017 – Presented

UNFINISHED BUSINESS

Succession Planning: Approve Job Descriptions

Mr. Faerber stated that he recommends that the Job Description for the Office Manager include experience with QuickBooks Enterprise, and that the Board be somewhat flexible with vacation time because the possible candidate may currently receive three to four weeks’ vacation time.

Mr. McGlinn noted that he did modify the Job Description to include the desirable experience with QuickBooks Enterprise, and added that with regard to vacation time, it will be left up to the candidate to raise the question.

Mr. Faerber, seconded by Ms. Cortvriend, made a motion to approve the Office Manager’s Job Description.

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

Mr. Nott, seconded by Ms. Cortvriend, made a motion to authorize the General Manager to spend up to $1,500 in advertising costs for each of the positions of Office Manager and General Manager.

Ms. Cortvriend suggested checking into a subscription with RI Jobs.com. The subscription would include posting on their site as well as with the Providence Journal.

Mr. McGlinn agreed to research it.

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

NEW BUSINESS

Approve Payment of Bills Listed

Mr. Faerber, seconded by Mr. Nott, made a motion to approve the Payment of Bills in the amount of $198,256.77.

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

Mr. Nott, seconded by Ms. Cortvriend, made a motion to approve the Interim Payments in the amount of $30,450.02.

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

Approve Transfer/Invest

It was noted that no transfer of funds was needed.

Budget to Actual – Presented

Summary of Bank Accounts – Presented

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

Ms. Cortvriend, seconded by Mr. Faerber, made a motion to Approve the 2012 – RI Infrastructure Bond Capital Expense Payments for AMI Project in the amount of $21,306.44.

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

Request Authorization for Joint Tax Sale with Town of Portsmouth on June 20, 2017

Mr. Nott, seconded by Mr. Faerber, made a motion to authorize the Joint Tax Sale with the Town of Portsmouth on June 20, 2017.

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

Conduct Wage and Benefits Survey – P. Driscoll

Mr. McGlinn made note that he will also obtain wage and benefit data for a GIS Analyst and a degreed Accountant.

Mr. Faerber discussed the possibility of calling a special Administrative Board Meeting to address any personnel issues involving resignations of a valued employee.

REPORT FROM GENERAL MANAGER

Water Service Application Approvals – Presented

Demand Report

Mr. Driscoll noted that there was a water main break on Sunday, January 8, 2017 that resulted in approximately 200,000 gallons leakage.

Operations Report – Presented

Disposal of Assets – Presented

Water Shut-offs for Non-Payment – Update

Mr. McGlinn noted that there was an increase in Accounts Receivable for water, which he believes is due to no shut offs being performed for the month of December.

Recommended Shut-off Process Changes

Mr. Nott, seconded by Mr. Faerber, made a motion to approve the modified Shut-off Procedure and Charges.

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

Request Authorization to Solicit Proposals for Miscellaneous Construction and Repairs to Water System

Mr. Nott, seconded by Ms. Cortvriend, made a motion to Authorize the Solicitation of Proposals for Miscellaneous Construction and Repairs to Water System.

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

Approve Vacation Carry-Over

Mr. Faerber, seconded by Mr. Shers, made a motion to authorize 211.25 hours of vacation time to be carried-over for Barbara Milner, and for that time to be paid out to Barbara Milner following her retirement on March 31, 2017.

A vote was taken and the motion passed with Frederick Faerber, Michael Nott, Teri-Denise Cortvriend, Philip Driscoll, and Allen Shers 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. Nott, seconded by Mr. Faerber, made a motion to go into Executive Session to discuss:

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.    Review and Acceptance of Employee Annual Reviews for 2016 as Presented and Recommended by General Manager per Policy and as Reviewed and Recommended by Administrative Subcommittee.

2.    Review and Approval of Employee Merit Pay for 2016 as Presented and Recommended

by General Manager per Policy and as Reviewed and Recommended by Administrative Subcommittee

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

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

Middle Creek Farm, LLC

A vote was taken and the motion passed with Frederick Faerber, Michael Nott, Teri-Denise Cortvriend, Philip Driscoll, and Allen Shers 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 January 17, 2017. 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.

Review and Acceptance of Employee Annual Reviews for 2016 as Presented and

Recommended by General Manager per Policy and as Reviewed and Recommended by Administrative Subcommittee

One vote was taken to approve the Employee Annual Reviews as presented.

Review and Approval of Employee Merit Pay for 2016 as Presented and Recommended by General Manager per Policy and as Reviewed and Recommended by Administrative Subcommittee

One vote was taken to approve the Employee Merit Pay in the total amount of $30,064.68.

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.

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

ADJOURNMENT

Mr. Faerber, seconded by Mr. Shers, made a motion to adjourn.

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

 

 

______________________________

                                                                                    Philip T. Driscoll, Clerk