PORTSMOUTH WATER AND FIRE DISTRICT
1944 East Main Road, Portsmouth, Rhode Island
Administrative Board Meeting Minutes
December 20, 2011
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.
Board members present: Gaetano Polselli, Jeffrey Richard, Teri-Denise Cortvriend, Philip Driscoll, Joseph Magliocco, Theodore Czech and Ronald Molleur
Board members absent: None
Also present: William McGlinn, David F. Fox
GUESTS: Rich Sanders and Lee Martin, Datamatic
Lynn Small Northeast Engineering
Ed Lopes, O’Neill Properties
Vernon Gorton, O’Neill Properties
Northern Waterfront Associates, L.P. re: Request for Water Main Extension for The Newport Club, Map 17, Lots 8 & 9; Map 22, Lots 2, 3, 4 &10; Map 23, Lots 18 & 19
Mr. McGlinn explained that the development plans have been reviewed and the developers have been informed of the District’s Rules and Regulations. Essentially, they are creating water main frontage for all of the facilities that they will request service to, as well as looping in three dead ends at Mare Terrace, Terminal Road and Pheasant Drive.
Mr. Czech asked who will own the hydrants.
Mr. McGlinn explained that there will be easements conveyed to the District to grant access to operate and maintain the hydrants.
Mr. Richard asked if the Town will be owning the roads.
Mr. Gorton responded that the development will be a standard condominium subdivision, where the condominium association will own the roads. If any of the roads need repair, the association will be responsible for the cost.
Mr. Richard asked if that means that the fire hydrants are also theirs.
Mr. McGlinn stated that the District will own and maintain the hydrants.
Mr. Richard commented that the pipes are under the road.
Mr. McGlinn explained that the pipes are off the end of the road, and went on to state that the District currently has approximately five condominium associations that are all private property; however, the District owns the water mains in them and there are easements to access and operate the water mains and fire hydrants.
Mr. Richard stated that in the normal world, sewage fees - if you were on a service system - are based on water usage and asked how is sewage being taken care of in this development?
Mr. Gorton responded that there is a common leach field; however, each house has its own individual Advantex system.
Mr. Molleur asked if there are any density tests that have to be performed when the District has to do work in their roads.
Mr. McGlinn explained that when the District performs work, it will compact the trench to RI-DOT and Town of Portsmouth standards; however, in this case the developer is responsible for its contractor properly compacting the road above the pipe.
Mr. Magliocco, seconded by Mr. Czech, made a motion to:
· Approve an 8-inch and 10-inch water main extension for The Newport Club, consisting of:
· 106 single family free-standing condominium units consisting of four, five and six bedrooms
· One multifamily building and clubhouse with 46, three bedroom living units
· Banquet function facility
· Marina administration building
· Private 100-slip marina
· Equestrian center with stables, arenas and turnout areas
· Tennis Pavilion
· Require a waterline easement from the developer with all pavement and sidewalk restoration resulting from water main maintenance and repair to be the responsibility of the property owner or property owner’s association.
· Require easements and proper permitting from the developer for all railroad crossings.
· Make approval contingent upon detailed design drawing and appropriate fire hydrant coverage being approved by the General Manger.
A vote was taken and the motion passed with Gaetano Polselli, Jeffrey Richard, Teri-Denise Cortvriend, Philip Driscoll, Joseph Magliocco, Theodore Czech and Ronald Molleur voting in the affirmative.
Northern Waterfront Associates, L.P. re: Request for Temporary Distance Exception for The Newport Club Model Home, Map 17, Lot 8
Mr. McGlinn explained that the temporary service connection request is only until the water main gets installed on the street in front of the model home.
Mr. Magliocco, seconded by Ms. Cortvriend, made a motion to approve a temporary, 400-foot distance exception to the 150-foot maximum distance requirement for one single family model home on AP 17 Lot 8 as requested by the property owner, since:
· A water main extension is not necessary for looping or to service the customer on a temporary basis and a water main extension is required for a permanent service without a distance exception within two years.
· A water main extension will be installed to service future customers. The extension will connect to Bristol Ferry Road and loop-in to Strawberry Lane, Mare Terrace and Pheasant Drive. The main extension will eliminate the existing dead-ends on Terminal Road, Mare Terrace and Pheasant Drive, which is a general benefit to the PWFD water system. The 45 year-old, 10-inch asbestos cement water main in Terminal Road will be removed and replaced with ductile iron pipe, which is an improvement to the PWFD water system. The main extension will service all future customers in the area.
· There is adequate fire protection in the area to cover the model home.
With said approval predicated on:
· Termination of the existing commercial water service approval for Lot 8 as of December 20, 2011.
· Temporary water service to the model home being terminated no later than December 20, 2013.
· Temporary water service shall be installed in a conduit from the meter pit to the model home.
· Water main being installed and activated, including connection of all loop-ins and removal and replacement of the Terminal Road water main, prior to the sewer main being installed for the road in front of the model home.
· Property owner executing a letter agreement with PWFD regarding the above stipulations.
A vote was taken and the motion passed with Gaetano Polselli, Jeffrey Richard, Teri-Denise Cortvriend, Philip Driscoll, Joseph Magliocco, Theodore Czech and Ronald Molleur voting in the affirmative.
Ms. Small, Mr. Gorton and Mr. Lopes left the Meeting
Mr. Richard, seconded by Mr. Czech, made a motion to take out of Agenda order the discussion on Advanced Metering Infrastructure Project.
A vote was taken and the motion passed with Gaetano Polselli, Jeffrey Richard, Teri-Denise Cortvriend, Philip Driscoll, Joseph Magliocco, Theodore Czech and Ronald Molleur voting in the affirmative.
Advanced Metering Infrastructure (AMI) Project
Authorize Moderator to Sign Rhode Island Clean Water Finance Agency Letter of Commitment for AMI Funding
Mr. Magliocco, seconded by Mr. Richard, made a motion to authorize the Moderator to sign Rhode Island Clean Water Finance Agency Letter of Commitment for AMI funding.
A vote was taken and the motion passed with Gaetano Polselli, Jeffrey Richard, Teri-Denise Cortvriend, Philip Driscoll, Joseph Magliocco, Theodore Czech and Ronald Molleur voting in the affirmative.
Approve AMI Contract with Easton WinWater
Mr. McGlinn stated that the Board authorized the District’s staff to negotiate the meter replacement rates with Easton WinWater, which has been completed and included in an itemized listing of the estimated costs associated with the requested $1.3 million bond.
The estimated cost for Easton WinWater to perform the meter replacements is $36,000, which is a fair and reasonable price, based on bids for similar work.
It was noted that Mr. Fox was contacted to review the contract, the bonding, the insurance requirements, hold harmless clause, as well as other miscellaneous items.
Mr. Richard stated that he would like to ask the gentlemen a couple of forensic questions that really pertain to what everybody else in town needs to know. “What are you going to achieve for us when you get through working for us and when do you think your completion day will be?”
Mr. Sanders responded that he believes the schedule calls for a September/October 2012 timeframe.
With regard to what will be achieved, he noted that the District will have the ability to manage the assets of the utility – including the ability to recognize a leak almost immediately, which in turn will enable more timely repairs.
In addressing seasonal customers, it was noted that District personnel will be able to monitor the seasonal properties during the winter and react to frozen pipe issues in a timelier manner, which will benefit both the District and the customer.
It was noted that the prepared contract is the most detailed contract he has ever been involved with, which makes it very clear what the District expects from WinWater and Datamatic.
Mr. Magliocco, seconded by Mr. Molleur, made a motion to approve AMI Contract totaling $894,998, which includes $71,605 for meter replacements.
A vote was taken and the motion passed with Gaetano Polselli, Jeffrey Richard, Teri-Denise Cortvriend, Philip Driscoll, Joseph Magliocco, Theodore Czech and Ronald Molleur voting in the affirmative.
Rich Sanders and Lee Martin, Datamatic left the meeting
CORRESPONDENCE
MINUTES OF MEETINGS
Approve Administrative Board Meeting Minutes of October 18, 2011
Mr. Richard, seconded by Mr. Magliocco, made a motion to accept the Administrative Board Meeting Minutes of October 18, 2011.
A vote was taken and the motion passed with Gaetano Polselli, Jeffrey Richard, Teri-Denise Cortvriend, Philip Driscoll, Joseph Magliocco, Theodore Czech and Ronald Molleur voting in the affirmative.
Approve Administrative Board Meeting Minutes of November 15, 2011
Mr. Magliocco, seconded by Mr. Czech, made a motion to accept the Administrative Board Meeting Minutes of November 15, 2011.
A vote was taken and the motion passed with Gaetano Polselli, Jeffrey Richard, Teri-Denise Cortvriend, Philip Driscoll, Joseph Magliocco, Theodore Czech and Ronald Molleur voting in the affirmative.
Approve Executive Session Meeting Minutes of November 15, 2011
Mr. Magliocco, seconded by Ms. Cortvriend, made a motion to accept the Administrative Board Meeting Minutes of November 15, 2011.
A vote was taken and the motion passed with Gaetano Polselli, Jeffrey Richard, Teri-Denise Cortvriend, Philip Driscoll, Joseph Magliocco, Theodore Czech and Ronald Molleur voting in the affirmative.
Present Engineering Subcommittee Meeting Minutes of December 14, 2011 – Not Presented
Extend the Period for Public Filing of Minutes Until the Next Meeting for Preparation and Review by the Board
Mr. Czech, seconded by Mr. Magliocco, made a motion to Extend the Period for Public Filing of Minutes Until the Next Meeting for Preparation and Review by the Board.
A vote was taken and the motion passed with Gaetano Polselli, Jeffrey Richard, Teri-Denise Cortvriend, Philip Driscoll, Joseph Magliocco, Theodore Czech and Ronald Molleur voting in the affirmative.
Engineering Subcommittee Report
Mr. Polselli explained that the Engineering Subcommittee had a meeting to discuss the District’s Cross Connection System, and noted that they would like to revisit the subject of managing the specific ways in which the District will test and monitor the Cross Connection valves that require annual testing.
Recommendation to Approve Cross Connection Control Plan
Mr. Polselli, seconded by Mr. Czech, made a motion to approve the Rules and Regulations, with the exception of the controlling of testing of the valves.
A vote was taken and the motion passed with Gaetano Polselli, Jeffrey Richard, Teri-Denise Cortvriend, Philip Driscoll, Joseph Magliocco, Theodore Czech and Ronald Molleur voting in the affirmative.
Recommendation to Approve Fee for New Commercial Cross Connection Review
Mr. McGlinn explained that the District’s staff and Engineering Subcommittee agree that there wouldn’t be any fees for surveying the existing customer base – both residential and nonresidential.
With regard to new customers, it is proposed that the District charge one hour of Operator time to go to the property to verify that the degree of hazard is consistent with the reports submitted and inspect the backflow valve to ensure it was installed properly.
Mr. Polselli, seconded by Mr. Molleur, made a motion to approve the fee of $65 for new commercial cross connection review of plans.
Mr. Fox noted that the $65 is the District’s current Operator rate, and the amount will vary.
Mr. Polselli, seconded by Mr. Molleur, made a revised motion to approve the fee of one hour billing rate for new commercial cross connection review plans.
A vote was taken and the motion passed with Gaetano Polselli, Jeffrey Richard, Teri-Denise Cortvriend, Philip Driscoll, Joseph Magliocco, Theodore Czech and Ronald Molleur voting in the affirmative.
UNFINISHED BUSINESS
Mr. Driscoll explained that the Board is being requested to approve the Addendum Agreement for the Project Engineer, whose contract was renewed until the end of August 2013.
Mr. Polselli, seconded by Mr. Magliocco, made a motion to approve the Addendum Agreement to Mr. De Master’s contract and authorize Mr. Molleur, the District’s Moderator, to sign it.
A vote was taken and the motion passed with Gaetano Polselli, Jeffrey Richard, Teri-Denise Cortvriend, Philip Driscoll, Joseph Magliocco, Theodore Czech and Ronald Molleur voting in the affirmative.
NEW BUSINESS
Approve Payment of Bills
Mr. Richard referred to the listing of expenses associated with the Newport Rate Case – Docket 4243, and noted that the District has spent $55,143 in legal fees to do the District’s business. This does not include; however, what is in the payment register, which is another $13,679.70, to Woodcock and Associates, Inc.
Mr. Magliocco, seconded by Ms. Cortvriend, made a motion to approve the payment of bills listed for December 20, 2011 for the amount of $144,640.90.
A vote was taken and the motion passed with Gaetano Polselli, Jeffrey Richard, Teri-Denise Cortvriend, Philip Driscoll, Joseph Magliocco, Theodore Czech and Ronald Molleur voting in the affirmative.
Assign Review of Employee Annual Performance Reviews to Administrative Subcommittee
Mr. Driscoll assigned the Review of Employee Annual Performance Reviews to the Administrative Subcommittee.
Water Service Applications – PRESENTED
Demand Report – PRESENTED
Operation’s Report – PRESENTED
Mr. Driscoll noted that the Hydrant Maintenance Program addressed 51 hydrants, and asked if the emergency generator has been repaired.
Mr. McGlinn responded that the six injectors were repaired and reinstalled; however, there appears to be another problem of antifreeze being found in the diesel fuel, which the Operations Manager is requesting confirmation from another vendor.
Receive Bids for 2012 Lawn Mowing and Award Contract
Mr. Magliocco, seconded by Mr. Richard, made a motion to Award the 2012 Lawn Mowing Service Contract to the low bidder, VMA Lawn Care, LLC, Portsmouth, RI, based on their favorable bid prices, for the unit bid prices per cut of:
$70.00 for Main Office, $20.00 for Union St. Pump Station, $20.00 for Turkey Hill Pump Station, $20.00 for Butts St. Tank Site, $30.00 for Hall St. Tank Siteand a total estimated price of $3,220.00.
A vote was taken and the motion passed with Gaetano Polselli, Jeffrey Richard, Teri-Denise Cortvriend, Philip Driscoll, Joseph Magliocco, Theodore Czech and Ronald Molleur voting in the affirmative.
Advanced Metering Infrastructure (AMI) Project
Authorize General Manger to Solicit Bids for Water Meters for AMI Meter Replacement
Mr. Magliocco, seconded by Mr. Polselli, made a motion to authorize the General Manager to solicit bids for the water meters for the AMI Meter Replacement Program.
A vote was taken and the motion passed with Gaetano Polselli, Jeffrey Richard, Teri-Denise Cortvriend, Philip Driscoll, Joseph Magliocco, Theodore Czech and Ronald Molleur voting in the affirmative.
RI-DOT Cove Bridge Project – Update
Mr. McGlinn explained that RI-DOT has shut down the bridge and removed the water main. They are in the process of ordering the hardware for the replacement water main and the District continues to request that the water main be able to be activated as soon as possible – preferably before the bridge reopens.
Code Red - Update
Mr. McGlinn stated that he is concerned over hearing that the Town is considering other emergency notifications systems.
One of the reasons the District signed on with CodeRED was with speaking with the Town’s Police Chief, who researched a number of other emergency notification systems, and found the CodeRED system to be the most favorable system.
It was explained to the Board that if the Town decides to go with another notification system, it is recommended that the District stay with CodeRED to avoid a lot of confusing with the District’s customers.
It is requested that the Board members encourage the Town Council to vote to choose the current CodeRED notification system.
Recommendation for Temporary Hire for Hydrant Replacement
Mr. McGlinn noted that the former Operations Manager will be leaving his temporary part-time position with the District for approximately two and a half months, and he is requesting authorization to hire a Certified Operator for that time period. It was noted that there will be days during that time that the staff will be able to address the hydrant maintenance, including painting the hydrants.
Mr. Magliocco, seconded by Mr. Molleur, made a motion to go for temporary hire – to go looking for temporary hire for the hydrant maintenance.
A vote was taken and the motion passed with Gaetano Polselli, Teri-Denise Cortvriend, Philip Driscoll, Joseph Magliocco, Theodore Czech and Ronald Molleur voting in the affirmative. Jeffrey Richard voted in opposition.
REPORT FROM LEGAL COUNSEL
Mr. Fox stated that he has nothing to discuss in Open Session.
EXECUTIVE SESSION 42-46-5 (a) (2)
Mr. Magliocco, seconded by Mr. Czech, 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) Injured Employee Update
2) Injured Employee Benefits
B. Litigation: 42-46-5 (a) (2)
1) Newport Water Department – PUC Application to Change Rates: Docket #4243
2) Newport Water Department – Contract Negotiations
C. Vote Regarding Disclosure of Votes and Disposition of Minutes
D. Adjourn Executive Session
Mr. Richard stated he would like to have an explanation as to why we need to go into Executive Session. In specific as to what we can not talk in Open Session that we have to go to Executive Session – specifically.
Mr. Driscoll responded that the first Executive Agenda item addresses personnel.
Mr. Richard asked what kind of situation.
Mr. McGlinn explained that the Board will be discussing the health of an employee.
Mr. Richard stated that the Board has already exposed that in public forum.
Mr. McGlinn disagreed, stating that it has not been discussed in any detail.
Mr. Driscoll noted that he personally would not want his health situation discussed in public.
Mr. Richard stated, “I’d agree with that.”
Mr. Driscoll then explained that the second Agenda item refers to the District’s litigation with Newport Water Departments, which is ongoing.
Mr. Richard stated that he doesn’t like Executive Session period, and he doesn’t care what is being talked about.
A vote was taken and the motion passed with Gaetano Polselli, Teri-Denise Cortvriend, Philip Driscoll, Joseph Magliocco, Theodore Czech and Ronald Molleur voting in the affirmative. Jeffrey Richard voted in opposition.
RETURN TO OPEN SESSION
Disclosure of Executive Session Votes and Disposition of Minutes
Mr. Magliocco, seconded by Mr. Molleur, made a motion to seal the Executive Session Minutes of December 20, 2011. Discussed were:
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) Injured Employee Update
2) Injured Employee Benefits
B. Litigation: 42-46-5 (a) (2)
1) Newport Water Department – PUC Application to Change Rates: Docket #4243
2) Newport Water Department – Contract Negotiations
No votes were taken.
A vote was taken and the motion passed with Gaetano Polselli, Jeffrey Richard, Teri-Denise Cortvriend, Philip Driscoll, Joseph Magliocco, Theodore Czech and Ronald Molleur voting in the affirmative.
ADJOURNMENT
Mr. Magliocco, seconded by Mr. Molleur, made a motion to adjourn.
A vote was taken and the motion passed with Gaetano Polselli, Jeffrey Richard, Teri-Denise Cortvriend, Philip Driscoll, Joseph Magliocco, Theodore Czech and Ronald Molleur voting in the affirmative.
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Philip T. Driscoll, Clerk