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HomeMy WebLinkAbout2002-09-25 RMLD Board of Commissioners MinutesV Reading Municipal Light Board of Commissioners Regular Session 230 Ash Street Reading, MA 01867 September 25, 2002 Start Time of Regular Session: 7:30 p.m. End Time of Regular Session: 10:10 P.M. Attendees: Commissioners: Messrs. Hughes, Pacino, Soli and Herlihy RMLD Staff: Mr. Cameron, Acting General Manager and Mr. Blomley Mses. Gottwald and Maillett RMLD Guests: Mses. Antonio, Blomley and Cavagnaro Messrs. Owen and Uvanni CAB: Mr. Carakatsane Guest: Ms. Corriveau, Camp Dresser&McKee Inc. (CDM) DECEIVED. 0" CLERK A oI G, MASS. 1C1 OCI -q P 3 C 3 This meeting of the Reading Municipal Light Department (RMLD) Board of Commissioners, September 25 h is being broadcast live at the RMLD's office at 230 Ash Street, Reading, MA. Live broadcasts are available only in Reading due to technology constraints. This meeting is being video taped for distribution to the community television stations in North Reading, Wilmington and Lynnfield. Mr. Hughes, Chairman of the Board, called the meeting to order at 7:30 p.m. Mr. Hughes mentioned he received a call from Commissioner Ames and he will not be in attendance this evening. Minutes Mr. Herlihy noted one change to the minutes of August 12, 2002 on page four, first sentence in the second paragraph under Board Discussion stating the "he" following "Mr. Herlihy" should be deleted. Motion Mr. Pacino made a motion seconded by Mr. Soli to approve the minutes of August 12, 2002, with the word "he" taken out of the first sentence in the second paragraph on page four. Motion carried by a show of hands: 4:0:0. Motion Mr. Pacino made a motion seconded by Mr. Soli to approve the minutes as is of September 9, 2002. Motion carried by a show of hands: 4:0:0. At this point in the meeting, Mr. Hughes stated the next agenda item will be Item #6A, "Update on the CIBFMS Project", which will be taken out of order. Acting General Manager's Report Update CIBFMS Project Mr. Cameron updated the Board on the CIBFMS Project noting the project team has requested and obtained information from Cogsdale relative to licensing. Mr. Cameron stated the project team is now in the process of finalizing the Contract that will be presented to Cogsdale with the anticipation this Contract will be ready for the Board's review in November along with a motion (given the fact this project was completed with a bid and Cogsdale was the lowest qualified bidder). Mr. Cameron stated the schedule for the project has not changed. At this point Mr. Cameron encouraged the Board to ask any questions they may have while the employees on the project team are in attendance and available for answers. A brief question and answer period followed with Mr. Pacino questioning the timeframe. Mr. Cameron responded that the system should be fully functional by July, 2004, however, certain modules will be functional as the project progresses. Mr. Cameron stated some of the functionality should be complete by Fall, 2003. Regular Session Minutes September 25, 2002 Page Two Report of the Chairman of the Board General Manager's Search Committee Chairman Hughes updated the Board on the General Manager's Search Committee noting the meeting was well attended with much accomplished. Mr. Hughes stated the next meeting is scheduled for October 17th, at 9:00 a.m., at the RMLD. Mr. Pacino added that the discussion of the GM Search Committee (Search Committee) relative to the request of the Ad Hoc RMLD Governance Advisory Committee (Governance Committee) delaying the hiring process for this position, stating the Search Committee has decided to go forward and will write a letter to the Governance Committee explaining the reasons as to be fully communicative with them. Mr. Soli questioned whether there is a timeframe as to when a new General Manager will be hired. Mr. Patin replied, his guess would be at least six months from now stating the only progress made so far was to weed out applicants that will not be considered. Ad Hoc Advisory Committee on the RMLD Governance Mr. Hughes informed the Board the Citizen's Advisory Board is scheduled to attend the Ad Hoc Advisory Committee on Thursday, October 3, at the Reading Town Hall. Mr. Hughes noted Mr. Carakatsane will be late for the meeting and stated he will return to this agenda item when Mr. Carakatsane arrives. Selectmen Liaison, Citizen's Advisory Board and Customer Comments Mr. Hughes once again stated he will return to this agenda item when Mr. Carakatsane arrives for the CAB comments and asked if there were any customer comments. Ms. Gottwald, Community Relations Manager, informed the Board on "Public Power Week" which is October 6th through October 12th stating the RMLD will celebrate along with two thousand other municipal public power companies throughout the nation. Ms. Gottwald pointed out this is an opportunity for the RMLD to advertise and enlighten the ratepayers about the services provided. Ms. Gottwald also stated the Public Relations Department has several activities scheduled for Public Power Week which include: a drop-in day for the Senior Citizens on Thursday, October I Ot' from 10:00 a.m. to 3:00 p.m.; the annual T-shirt design contest to the ten elementary schools in the service territory; and the Halloween Party. Mr. Soli suggested more advertisement be made for the Adopt A Streetlight Program considering many ratepayers may not be aware of this program. The point was well received among the Commissioners and staff. Mr. Hughes acknowledged his receipt of a thank you letter from a Lynnfield ratepayer for the caring and quick response from the RMLD last week with a problem encountered with his service. Action Item One Time Credit To all Current Electricity Customers Mr. Cameron reviewed with the Commission on July 23, 2002, the Citizen's Advisory Board (CAB) and RMLD Board of Commissioner Rate Subcommittee met and the CAB voted 3:0:0 to approve a one-time credit. Mr. Cameron confirmed that the RMLD Board of Commissioners Rate Subcommittee and the Citizen's Advisory Board met again on September 24, 2002 and amended the CAB's original motion made on July 23rd, thereby recommending to the RMLD Board of Commissioners. Mr. Cameron stated he has a letter in his possession signed by Mr. Lessard, dated September 24th with the revised motion included. Mr. Cameron then explained the three million dollars will be refunded to the ratepayers with the actual refund to be seen on the November bills. Mr. Cameron stated the refund will start from the first cycle and run-through the last cycle of the billing period, thus, the November bill will show the refund credit. Mr. Cameron will address refunds to an average ratepayer at the next meeting. Mr. Cameron confirmed the refund on the bill will be in the form of a credit with a line item which states "refund." Regular Session Minutes Page Three September 25, 2002 Action Item One Time Credit To all Current Electricity Customers Motion Mr. Pacino made a motion seconded by Mr. Soli that the sum of three million dollars shall be removed from the Rate Stabilization Fund and used to provide a one-time credit to all electricity customers who are current customers. The sum of each customer's credit shall be in proportion to the total amount paid by that customer for non-fuel electricity services during the previous twelve calendar months (1 August 2001 through 31 July 2002) based on the recommendation of the Reading Municipal Light Board of Commissioners Rate Subcommittee. Motion carried by a show of hands 4:0:0. Acting General Manager's Report Letter from Thomas G. Younger, North Reading Town Administrator Mr. Cameron acknowledged his receipt of a letter from the North Reading Town Administrator, Mr. Thomas Younger, alerting him about an article in the October 7a' Town Meeting Warrant that the recently shut off streetlights may be turned back on. Mr. Cameron stated the RMLD has an understanding that the Town of North Reading that if the streetlights are turned on there would be a cost involved in addition to upgrades done to certain streetlights are inefficient. Mr. Soli asked if the North Reading streetlight issue is approved, does RMLD have enough staff to accomplish the task? Mr. Cameron stated a similar project has previously been completed within three weeks further stating the troublemen will do some of the streetlights and the EMT's will do some of the work. Letter from Harry K. Harutunian, PhD., Town of Reading Superintendent of Schools Mr. Cameron informed the Board of a letter received from Dr. Harutunian complimenting Frank Dunn and Ken Evans for their outstanding service. Mr. Cameron explained the High School had a problem in the maintenance/custodial area and they called the RMLD because they were not sure whether the problem was inside or outside, thinking if it was an inside problem the school would have to spend money on electrical work. Mr. Cameron further explained the two employees found the problem and explained what was needed; therefore, the school incurred no costs. Mr. Cameron stated this is another instance where the RMLD has very good staff. Mr. Pacino agreed with Mr. Cameron that the RMLD has good staff and stated the Board of Commissioners recognize this fact as well. Update on School Department Energy Audits Mr. Cameron updated the Board on the cost of service rates for the schools stating the unit cost over the last twelve months was less than the average commercial customer's cost. Mr. Cameron stated he realizes this is also due to the schools being shut down for the summer and having little air conditioning use. Mr. Herlihy thanked the Energy Services Department staff for researching this issue. Discuss Public Use of the Audio Visual/Spurr Board Room Mr. Cameron explained a procedure, which is currently in place noting any outside group that uses the RMLD facility must use the Cafeteria. Further explaining, Mr. Cameron stated this procedure was put into place in order to eliminate personnel being present in the evening and if the Audio Visual Spurr Board Room is used that would require a Facilities Technician to be present to open the doors, closed the doors and ensure the facility is used in a proper manner due to confidential work areas in the building. Mr. Cameron said, if however, any of the Town Departments want to use the facility the RMLD would provide a Facilities Technician at no cost although any other outside groups would need to be charged for having a Facilities Tech available. Mr. Soli brought up the fact the Library is no longer open on Wednesday evening and that also cuts down on available meeting rooms for outside group to use within the Town. _ Mr. Soliasked about eligibility requirements. Mr. Bloraley will look into the eligibility requirements and report back to Mr. Soli. Regular Session Minutes Page Four September 25, 2002 Acting General Manager's Report Update on Acting General Manager's Bond Mr. Blomley updated the Commission on his findings relative to a Bond for the General Manager. Mr. Blomley stated he spoke with the Public Utility Risk Management Association (PURMA) and as far as the Manager's Bond is concerned it is performance based, adhering only to the job description of the Manager under the General Laws Chapter 164, Section 56. Mr. Pacino asked if the Bond is in place now? Mr. Blomley replied, no, the Bond is not in place. Mr. Hughes asked if Mr. Blomley contacted any other municipalities to determine if other General Managers are involved in a Bond? Mr. Blomley stated he did not perform a survey, he just asked the Risk Manager who told him some General Managers do provide Bond and some do not, some are set at zero and some do not require a Bond. Mr. Blomley further stated he checked with Ms. Klepesis regarding the Fiduciary Policy stating the only reason the Department has a Fiduciary Policy is for the Retirement Trust. Mr. Blomley said although the Fiduciary policy covers other things for the Town, for the RMLD it only carries it for the Employees Retirement Trustees. Discussion ensued. Mr. Hughes suggested referring this issue to the Finance Subcommittee to study this issue in depth and report back to the Commission. Motion Mr. Soli made a motion seconded by Mr. Pacino to refer the Bonding issue of the General Manager and the RMLD Board of Commissioners to the RMLD Board of Commissioners Finance Subcommittee for further study. Motion carried: 4:0:0. Article The Patriot Ledger, September 17, 2002 Mr. Hughes reported the Inspector General's office has findings on the Braintree Electric Light Department. Board Discussion Mr. Hughes reminded the Commission that historically it has been procedure for the Commissioners to inform the Chair of any agenda item they wish to be add to the agenda by Wednesday prior to the meeting and stated he would appreciate continued compliance. Board Discussion Public Relations Subcommittee Meeting Mr. Herlihy informed the Board there was a RMLD Board of Commissioners Public Relations Subcommittee Meeting held at 6:00 p.m., prior to the RMLD Board of Commissioners meeting. At this point in the meeting, Mr. Carakatsane joined the meeting and Mr. Hughes deferred back to two previous agenda items, "Ad Hoc Advisory Committee on the RMLD Governance" and the "Selectmen Liaison, Citizen's Advisory Board and Customer Comments." Mr. Hughes asked Mr. Carakatsane for his comments. Mr. Carakatsane confirmed plans for the CAB to attend the Ad Hoc Advisory Committee meeting scheduled for Thursday, October 3, at the Reading Town Hall. Mr. Carakatsane noted the intention is to impress upon the Ad Hoc Committee the need for input from the surrounding Towns relative to deliberations and future structure of the RMLD. Mr. Carakatsane also stated some of the CAB members expressed their concerned for a sign-off from the other Towns relative to any potential changes. As Mr. Carakatsane stated the other item the CAB will discuss at that meeting is the proposal of a regional cooperative saying that could provide advantages as well as disadvantages. Mr. Carakatsane then gave a brief update on the regular CAB meeting which met on September 24, 2002. Mr. Hughes stated he would like to highlight the fact of the good relationship between the RMLD Board of Commissioners and the Citizen's Advisory Board. Regular Session Minutes Page Five September 25, 2002 Board Discussion Department Handling of System Outages Mr. Cameron reminded the Commission that at the last meeting, Mr. Ames asked the Department to review their handling of system outages. Mr. Cameron reported he had coordinated a small group of employees who are involved with making sure customer requests are answered, problems diagnosed and crews are in place to get the work done. Mr. Cameron stated at the next meeting he hopes to have a description of what the group actually does and any short falls the RMLD may need to look at. Mr. Cameron did state the overall handling of system outages is proficient and of course, during chaos there are slip ups and when there are emergencies there is some chaos, however, this exercise is good and should be done occasionally to keep up-to-date with technology, etc. Mr. Soli asked Mr. Cameron about the medical emergency system that is in place. Mr. Cameron stated what the RMLD has is a list of ratepayers with medical conditions which require electric equipment. Mr. Cameron further stated Ms. Cavagnaro, Customer Service Manager, has volunteered to become part of a Committee within the Town to see how we could deal with this issue. As Mr. Cameron stated, when power outages occur the RMLD knows about it and has a list of ratepayers with certain medical conditions and although it can't be guaranteed to get service back to these customers any faster, at least they can be notified as to when they may have service back in order to make the decision to leave their homes or get assistance. Ms. Cavagnaro informed the Commission of her participation with the Town of Reading Senior and Police departments on the handling of outages with residents who have medical concerns. Discussion ensued. Sunshine Fund Mr. Soli brought up the issue of a Sunshine Fund explaining the concept whereby the RMLD Board of Commissioners and staff to contribute to a fund that can used for employee special circumstances and/or employee's immediate family. The Commissioners contributed to this Sunshine fund and Mr. Cameron will reiterate to the Employee Recognition Committee. Mr. Herlihy brought up the issue of personnel and/or confidential records and documents being brought home by employees using the example of RCTV that actually lost important confidential records due to an employee bringing them home. Mr. Cameron replied to Mr. Herlihy's concern stating as a rule records are not taken out of the building and the locked building next door is used for storage of hard copies of records and/or documents, we keep other copies on tape MIS has records, payroll records, accounting records and Human Resources keep their copies here under lock and key. Mr. Cameron firmly stated nothing leaves the facility that is financial, technical or personal. Mr. Pacino questioned if the article that was in The Chronicle last week relative to the RMLD loaning money to RCTV was correct. Mr. Cameron stated no money was loaned to RCTV and explained RMLD leased approximately six hundred square feet of space at a building the RMLD no longer uses. Further explaining, Mr. Cameron stated the building needed renovating to meet the RCTV's requirements so RMLD paid for the renovations with the understanding that the RCTV would pay back to the RMLD on a monthly basis in order to recover those costs. Mr. Herlihy confirmed there is no affiliation with the RCTV and the RMLD. Ms. Brough, Executive Director of Reading Community Television, spoke up to reassure the public that no loan was given to RCTV from the RMLD and confirmed the RCTV minutes were indeed incorrect. Ms. Brough stated the reason the article was in the paper was in fact to mention that the some of the RCTV minutes are incorrect and the RCTV owing RMLD all that money was an example toshow incorrect RCTV minutes. Ms. Brough confirmed the fact that the smaller amount of money owed to RMLD is for renovation of the building. Mr. Hughes thanked Ms. Brough for bringing the viewing public up to date on this issue. Regular Session Minutes September 25, 2002 Page Six Board Discussion Mr. Soli said when Mr. Cameron discussed the schools he mentioned reducing the load and Mr. Soli asked if there was anything RMLD could do to reduce the load of the schools. Mr. Cameron stated since 1992 there has been a "Lease a Light" program with two to three hundred people enrolled in it right now. Mr. Cameron explained the program is leasing light bulbs at .35 cents per month, if the light bulb breaks or fails it is replaced. Mr. Cameron suggested that may be a good way for the schools to reduce their load. Mr. Soli suggested advertising this program in order to keep the public informed. Next Meeting Date Tuesday, October 8, 2002, 7:30 p.m. Executive Session At 9:25 p.m., Mr. Pacino made a motion seconded by Mr. Ames to enter into Executive Session to discuss strategy with respect to litigation and return to the Regular Session for the sole purpose of adjourning. Motion to Adjourn At 10:10 p.m., Mr. Pacino made a motion seconded by Mr. Ames to adjourn the Regular Session. Motion carried by a show of hands 4:0:0. Mr. Pacino called for a poll of the vote: Mr. Ames, Aye; Mr. Pacino, Aye; Mr. Soli; Aye and Mr. Herlihy; Aye. A true copy of the RMLD Board of Commissioners minutes as approved by a majority of the Commission. Mr. Philip B. Pacino Secretary, RMLD Board of Commissioners 0