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HomeMy WebLinkAbout2002-09-09 RMLD Board of Commissioners MinutesReading Municipal Light Board of Commissioners Regular Session 230 Ash Street Reading, MA 01867 September 9, 2002 Start Time of Regular Session: 8:00 p.m. End Time of Regular Session: 10:45 p.m. Attendees: Commissioners: Messrs. Hughes, Pacino, Ames, Soli and Herlihy RMLD Staff: Mr. Cameron, Acting General Manager and Mr. Blomley Ms. Gottwald and Maillett RMLD Guests: Mses. Cavagnaro, Antonio, Blomley, Hadley and O'Leary Mr. Hadley CAB: Mr. Carakatsane Guests: Ms. Caroline Cole, The Boston Globe, Reporter Ms. Ann Hadley, J.C. Marketing on-CE-1 ~ fo~N%rl CLERK MASS 1 2 SEP 2 12° 5 ! This meeting of the Reading Municipal Light Department (RMLD) Board of Commissioners, September 9`r' 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. Chairman Hughes, Chairman of the Board, called the meeting to order at 8:00 p.m. Mr. Hughes reminded the audience to speak directly into the microphone due to problems with the audio portion of previous tapings. Report of the Chairman of the Board General Manager's Search Committee Update Mr. Hughes informed the Commission at the last General Manager's Search Committee meeting it was determined that some of the resumes received for the General Manager position did not meet the qualifications, therefore could not be considered. Mr. Hughes also informed the Commission the Ad Hoc Advisory Committee during their meeting on August 26d' made a motion that the General Manager's Search Committee hold their decision until the conclusion of the Ad Hoc Advisory Committee report and stated the GM Search Committee members be made aware of this request which has been placed on file. Ad Hoc Advisory Committee on the RMLD Governance Mr. Hughes reported his attendance, as well as the attendance of other RMLD Board of Commissioners and the Acting General Manager, at the Ad Hoc Advisory Committee meeting on Tuesday, September 3rd. Mr. Hughes stated the Ad Hoc Advisory Committee was not fully aware of how the RMLD operates and was actively seeking information via the Commissioners as well as asking questions relating to job qualifications and job assignments. Mr. Hughes confirmed all the information requested from the Ad Hoc Advisory Committee was compiled and forwarded the day after the meeting. Mr. Cameron substantiated the information requested was forwarded to the Ad Hoc Advisory Committee and noted the information was relative to the deregulation law and the Twenty-Year Agreement. Mr. Pacino asked if the Ad Hoc Committee was interested in the 1908 Agreement. Mr. Cameron replied he has already given the Ad Hoc Committee information relative to the 1908 Agreement. 2002 NEPPA Annual Conference, North Conway, New Hampshire Mr. Hughes reported the attendance of a few Commissioners and the Acting General Manger at the NEPPA Annual Conference noted the highlights of the Conference were Customer Service, Customer Satisfaction, as well as State and Federal Legislation Policies relating to Municipalities. Letter from the Inspector General's Office, dated August 19, 2002 Mr. Hughes informed the Commission there was a letter from the Inspector General's Office relative to vendors and employees of the RMLD and stated he sent back a letter to the Inspector General's Office informing them of the items that were put into place relative to these matters. Regular Session Minutes September 9, 2002 Page Two Report of the Chairman of the Board Letter to the State Ethics Commission, dated August 26, 2002 Mr. Hughes stated he sent a letter to the State Ethics Commission informing them of inaccuracies in the Inspector General's letter relating to the involvement of vendors and the employees. Mr. Ames asked the Chairman if he would consider a motion to ratify the Chair's actions expressed in the State Ethics Commission letter. Mr. Hughes responded positively. Mr. Herlihy agreed noting in the minutes of the Joint RMLD Board of Commissioners/Reading Board of Selectmen meeting Ms. Wood stated the importance of the entire Board giving the Chair support relative to the action stated in the State Ethics letter. Mr. Pacino agreed with both Mr. Ames and Mr. Herlihy that a motion should be made. Motion Mr. Ames made a motion seconded by Mr. Pacino to ratify the Chair's actions as expressed in the letter of August 26`I' to the State Ethics Commission. Motion carried by a show of hands: 5:0:0. Letter from the Inspector General's Office, dated August 29, 2002 Mr. Hughes commented on a letter received from Gregory Sullivan, the Inspector General's Supervisor, offering his praise to the RMLD Board of Commissioners for their response and swift action relative to the their letter dated August 19, 2002 relative to the vendors and employees. Letter sent to Ms. Camille Anthony Mr. Hughes informed the Commission of the letter he sent to Ms. Camille Anthony, the Chairperson of the Reading Board of Selectmen, relative to the disapproval of her comments on gift giving from customers to employees at the August 28d' joint RMLD Board of Comrnissioners/Reading Board of Selectmen meeting. Mr. Hughes stated a copy of this letter was also posted on the )bulletin board for the employees to view. Discussion ensued. Thank you Letters from Community Organizations Mr. Hughes informed the Commission the thank you letters are in support of the RMLD's sponsorship of various community organizations. Mr. Hughes stated the letters were received from the Reading Fire Department for the SAFE Program, the Lynnfield Tree Lighting Committee for the tree lighting on the Common, the Coolidge School Science Olympiad contribution, the Wilmington Community Television and the North Reading Recreation for the summer concerts noting the letters are in the Board books. Mr. Hughes also stated in addition to the letters he has received many verbal comments. General Manager's Bond Mr. Hughes stated the General Manager's Bond was one of the items discussed at the Ad Hoc Advisory Committee on August 26`h. Mr. Hughes informed the Commission the Department has researched the legalities and the parameters concerning the General Manager's Bond and it is being thoroughly staffed and researched, however, will take a period of time to complete. Mr. Blomley informed the Commission he contacted the Public Utilities Risk Management Association (PURMA) and filed an application for a General Manager's Bond. Mr. Blomley stated this bond is based on the performance of the General Manager's duties, hence a "performance bond" which is a "contract bond." Further noting, he stated the average amount of coverage is $100,000 for a General Manager's Bond in a municipal utility. Mr. Blomley further stated the premium is approximately $350.00 annually and takes about thirty days to process. Mr. Cameron noted the law states the General Manager is required to give Bond and asked the Board if they want him to give Bond since he is as Acting General Manager. Mr. Cameron suggested the Board discuss this issue at the next meeting. Mr. Soli asked what does this type of Bond cover? Mr. Blomley replied this Bond covers financial loss or an act of omission of the General Manager and explained there is also a Fiduciary Bond which covers financial losses for all employees, the primary purpose of that bond is for the Retirement Trust. Regular Session Minutes September 9, 2002 Page Three Report of the Chairman of the Board General Manager's Bond Mr. Pacino asked Mr. Blomley to check into whether the monies spent by the former General Manager is covered by the Fiduciary Bond. Mr. Soli asked what is an error of omission by which the Bond would pay? Mr. Blomley stated his understanding is the performance Bond would cover a possible problem with a contract or something that would obligate the Department in a wrong way, although not for deliberate crimes. Mr. Blomley offered to get a list of specifics from the Risk Management Association relative to items in that nature. Mr. Pacino asked Mr. Blomley to get some specifics for the Board to review. Mr. Ames mentioned this issue was brought up at the Ad Hoc Advisory Committee meeting stating the Board did not require a Bond of the previous General Manager and the implication was made that if the Board requested a Bond of the previous General Manager, many of the expenses incurred as a result of the Inspector General's Report might have been reimbursed. Therefore, Mr. Ames stated one of the questions he wants clarified is, "to what extend would this Bond cover the expenses incurred following the Inspector General's Report?" Mr. Blomley responded the monetary aspect of the General Manager's performance is handled in the Fiduciary Bond, however there is some redundancy between the two Bonds and stated he will get the specifics. Mr. Hughes asked Mr. Cameron for an update as to how the flowchart is progressing relative to restitution by the former General Manager for financial matters. Mr. Cameron replied he received information concerning people who had attended conferences other than the Board, significant others, wives, mothers, children, etc. Mr. Cameron stated he is working with that information in respect to the former General Manager, the Board of Commissioners and the Citizen's Advisory Board. Mr. Cameron also stated there is one thing that is going to make restitution work is that it is even handed, therefore, it will take some time to research many files. Selectmen Liaison, Citizen's Advisory Board and Customer Comments Mr. Carakatsane commented the CAB did not meet during the month of August but there is a meeting scheduled for September 24d'. Mr. Carakatsane expects that the GM Search Committee and the IG's letter of August 19'' will be discussed. Ms. Caroline Cole introduced herself as a reporter for the The Boston Globe. Ms. Cole stated her attendance at the meeting this evening is due to the questions she has posed to each RMLD Board of Commissioners individually in which the Commissioners asked her to attend the meeting this evening in order to discuss. As Ms. Cole stated, she has been covering the RMLD's unfolding story for a while and has had an opportunity to talk with Ms. Bernat specifically about the allegations from the Inspector General's Office. Ms. Cole stated Ms. Bernat told her the RMLD Board of Commissioners at one time voted 4:1 to "run the RMLD as a business" stating Ms. Bernat explained in her judgment, that meant attending conferences, golf tournaments, dinners and accepting gratuities and gifts from vendors as well as giving vendors gifts because that is what happens in the ordinary course of corporate life, not municipal life, but in the corporate life in America. Furthermore, Ms. Bernat told Ms. Cole the Board was well aware of how her boss, the former General Manager, was spending money. Ms. Cole stated she asked Mr. Hughes about the vote from the Board, he said in fact there was a vote from the RMLD Board of Commissioners 4:1 which he was against running the RMLD like a business rather than a Municipal Department. Ms. Cole then asked Mr. Ames specifically whether he recalled a vote of 4:1 to run the RMLD like a business, differently from other Municipal Departments as it was being operated more aggressively. Mr. Hughes interjected at this point to clarify Ms. Cole's statement stating the only item he discussed with Ms. Cole regarding a vote of 4:1 was the General Manager's Contract, he stated he never discussed anything about the Department being run like a business with Ms. Cole. As Mr. Ames responded to Ms. Cole's question regarding running the RMLD like a business versus a municipality, he stated there are a number of differences between this Department and the average Town Light Boards in Massachusetts. Mr. Ames stated the RMLD has been customer satisfaction surveys and that is not usually how the Town Boards operate, the RMLD also has special office hours so the Department is accessible after hours for customers_to do. their business, and customers can pay their billwith a - credit card, the board supports those elements which are not the kinds of things the usual Town Boards get involved with. Mr. Ames further stated the Reading Municipal Light Department serves a large number of people and communities outside of Reading and the RMLD Board of Commissioners considers it is important to be sensitive to the needs of those customers. Regular Session Minutes September 9, 2002 Page Four Selectmen Liasion, Citizen's Advisory Board and Customer Comments To that extent, Mr. Ames said, "yes" the Board did support operating the Department like a business and also pointed out that Town Boards don't usually consult their customers, they respond to their appropriating agency or their Board of Directors, however, the RMLD Board of Commissioners specifically directed the General Manager to consult with customers to find out how the business could be better run to suit their needs, again, it is in those ways the Board supported the RMLD being run like a business. Mr. Ames went on to discuss the other issues of travel and related items stating for a number of years the Board supported a much higher than usual Town Department level of travel on behalf of the General Manager for the very basic reason that the RMLD Board was fearful of what was happening with deregulation. Mr. Ames noted the Board did the best job possible to find out what was happening in the industry and what the Board thought was needed was first hand information. Mr. Ames' answer to the question of whether the Board supported illegal activities was absolutely not, he further stated the Board had no knowledge of any illegal activities and if they did they certainly would not have supported it. Ms. Cole asked Mr. Ames to define "illegal activities." Mr. Ames clarified illegal activities as being purchasing alcohol with Department funds and accepting gratuities in excess of the $50.00 limit. Ms. Cole then asked Mr. Ames to explain what threats the Board were concerned with and if it was the fact that Massachusetts Electric or Boston Electric would come in to take over the RMLD service area. Mr. Ames stated the concern was that events would unfold in such a way that if the Board knew about them beforehand they could anticipate risks to the Town. Ms. Cole asked Mr. Pacino her thoughts on these concerns. Mr. Pacino stated, in addition to agreeing with Mr. Ames' comment, in 1995 the Board received a ruling, or an advisory opinion, ftom the State Ethics Commission explaining the State Ethics Commission wanted to be sure no utilities were violating any laws. Mr. Pacino father commented that this advisory opinion clearly stated the $50.00 limit and this memo was given to the former General Manager as well as the Board. Mr. Pacino produced a copy of the memo which he agreed to make a copy for Ms. Cole. Ms. Cole clarified that the Board was conscious of the fact that the former General Manager and staff were traveling more than other Town Departments. Mr. Ames pointed out the School Department and Public Works Department do no traveling whatsoever and the RMLD, however, supported the former General Manager's active involvement in a number of outside organizations including the Northeast Public Power Association and American Public Power Association. Mr. Ames reiterated this was a way to stay informed of what changes were taking place within the industry; again, stating if any changes were coming along legislatively the Board might be able to look into the future to see what needed to be done to sustain RMLD's competitive position in a new environment. Mr. Pacino agreed with Mr. Ames adding that at the time restructuring came along the Board wanted to be kept informed and stay ahead of the curve. Mr. Pacino further stated there was a great risk to the Town of Reading if the restructuring had not gone well explaining the RMLD had a lot of commitments to power contracts and if the RMLD cease to exist, the Town of Reading would have been responsible for those power contracts. Mr. Pacino stated the RMLD was viewed as a leader in the Massachusetts municipal industry and allowing the General Manager to meet with other agencies to gather ideas and bring ideas back was in an innovative plan of action on the Board's part. Satisfied with the answers given to her, Ms. Cole thanked the Commission. Mr. Hughes thanked Ms. Cole and asked her to please address inquiries to the Public Relations Manager, Ms. Gottwald. Acting General Manager's Report ENE Financials, June, 2002 Mr. Cameron began his explanation by stating the year _2002_has not_been a good year for--trading--and Energy New England ,antered 2002 thinking it would be a transition year. Mr. Cameron explained in 2002 ENE became involved with residential energy conservation services and the water conservation services. Regular Session Minutes September 9, 2002 Page Five Acting General Manager's Report IENE Financials, June, 2002 As Mr. Cameron summed up the financials through June, 2002, he stated the electric trading side is holding its own, the water side is in deficit although it is a new business, and the residential conservation is in a deficit. Mr. Cameron stated he is unsure as to how much activity ENE will have in the water conservation side before the end of the year but if they do get the water side up and running it may be a profitable this year, or in 2003. Discussion ensued which included the discussion of how to terminate the agreement with ENE. Letter to the Department of Telecommunications and Energy - 2002 Depreciation Rate Change Mr. Cameron reported on the five percent depreciation the RMLD requested and received approval for via the Department of Telecommunications and Energy. Mr. Cameron explained the depreciation is usually set at three percent, however, due to the need for capital money the RMLD has set the depreciation for five percent for the last three years. Update on Energy Audits Mr. Cameron informed the Commission that the schools have been contacted via written correspondence to each Superintendent, however, due to the summer vacation responses have only now started to arrive. Mr. Cameron also informed the Commission that data has been collected on the average cost for schools within the four systems because when this issue was discussed there was mention that it is possible to put in a "school rate" which is a subsidized rate. Mr. Cameron stated he will have a complete report at the next RMLD Board meeting. Proposed Warehouse Analysis Mr. Cameron reported on an initiative which started back in 2001 for the purpose of building a warehouse and garage facility, however, after the completion of the analysis it was decided not to go forward at this time due to the costs involved. Mr. Pacino asked if the safety issue relative to the entrance way has been addressed. Mr. Cameron stated the safety issue has been addressed and explained two incidences of customers falling over the speed !bumps. As Mr. Cameron stated, he and Mr. Blomley realized the speed bumps were not working as intended and redesigned the speed bumps with an expanded speed bump at the beginning and end of the right of way which seems to be working. Mr. Hughes took the opportunity at this time to welcome Mr. Carl McFadden, representative of the School Committee for the Town of Reading. Woburn Streetlights Mr. Cameron informed the Commission the City of Woburn advertising for an RFP in August to have 3,800 streetlights maintained within their city limits. Mr. Cameron noted he had an analysis performed to determine what the value of this contract was vis-a-vis the prevailing wages and checked the vehicle costs. After reviewing the analysis, Mr. Cameron determined it is not cost effective to bid on this RFP and part of his decision was based on past performance with streetlight ventures. Instructional Motion, Article #3 Mr. Cameron informed the Commission about a memo Mr. Hechenbleikner sent him on outline requirements of an instructional motion made at the April 29, 2002 Town Meeting. Mr. Cameron noted he had seen this and a lot of the financial information with respect to the Inspector General Report has been compiled. Mr. Cameron will meet with employees on Thursday to review this information and have a report ready for the Town Meeting this Fall. Letter from Reading resident, Mr. William Brown Mr. Cameron reported on a letter the Board of Commissioners received from Mr. Brown, Town Meeting Member and former RMLD Board of Commissions which is included in their package. Financials, July 2002 Since Mr. Fournier could not attend the meeting this evening, Mr. Cameron stated he will answer any questions relative to the Mr. Hughes asked Mr. Cameron to review which areas the Commissioners should focus on when reviewing the Financials. Mr. Cameron pointed out page 3A which is the budget year to date and the operations of the Department stating the face revenue being approximately $578,000 behind or about 2.24 percent. Regular Session Minutes Page Six September 9, 2002 Acting General Manager's Report Vinancials, July 2002 The Kwh to date are down 3.23 percent. Mr. Cameron explained in addition to the economy there was also a lag in from the Winter sales due to the mild weather. Mr. Cameron then pointed out on page 1113 as it shows the commercial industrial sales down 6.27 percent, where the residential sales were above 5.4 percent with the total operating revenue down 7.13 percent; the fuel is down 17 percent in relation to the base revenues being down 2.24 percent. Mr. Cameron stated the purchase power base is 1.2 million dollars lower than budgeted and the revenue for non-RMLD streetlights is $142,000 year to date; the expense for non-RMLD streetlights is $169,000 leaving RMLD $27,000 in the red in streetlights. Last year the same number was about $91,000 in the red. Finally, Mr. Cameron noted the streetlights are being managed without taking on any new streetlights in order to get those numbers in the black although the performance has been better. Discussion ensued with question and answers. Board Discussion August 2002 Rate Comparison Mr. Cameron explained this comparison is the same as in the past however the focus is on the last two rows in the bottom of each on the charts of the table. Mr. Cameron noted that Massachusetts Electric had a decrease in its standard offer which has brought them marginally below the RMLD at 3.44 percent and hopefully the PPA will help RMLD get below Massachusetts Electric within the next few months; Peabody and Middleton are below; the RMLD Residential Time of Use is below Mass. Electric but Peabody and Middleton are still below RMLD; the only one below RMLD on the Commercial Rate Middleton; and for the Time of Use Rate, Mass. Electric is below RMLD by 8 percent and Middleton is below RMLD by about 4.5 percent. At this point, Mr. Pacino asked when a recommendation will be ready regarding the refund. Mr. Cameron stated he, Bob Fournier and Mark Uvanni met with the Rate Subcommittee to further discuss the refund problems encountered during their last meeting. Mr. Cameron stated he is hoping a motion for the refund can be made at the next RMLD Board of Commissioners meeting. Mr. Pacino reminded Mr. Cameron about a previous discussion of the next RMLD Board of Commissioners meeting being be held in an outside Town. Mr. Cameron disagreed stating at the last RMLD Board of Commissioners meeting, he suggested the CAB discuss the issue of meeting in an outside Town prior to the Commissioner acting on it which has not taken place, as yet. Department Handling of System Outages (Commissioner Ames) Mr. Ames stated during the last heat wave he received a telephone call from his neighbor who was dissatisfied because the Department did not keep him informed about how they were managing his outages, therefore, Mr. Ames thought it would be useful to ask the Department to review its informal policies on handling outages and how it responds to customers on the telephone. Mr. Ames stated he specifically thinks customers should not be told their power will be restored any sooner than it actually will be and the Department should go out of its way not to create unrealizable expectations especially when the customers are over heated and unhappy. Mr. Ames wants a brief statement as to what the policies are on handling customer outages specifically on the communication issue. Mr. Hughes confirmed the Department will analyze this issue and get back to the Board hopefully at the next meeting Discussion of RMLD Contributions with respect to Promotional Expenses (Commissioner Ames) Mr. Ames pointed out a legal opinion, which clearly states the Board cannot make contributions, however, he understands there is a legal opinion, which states expenditures, can be made for promotional activities. Mr. Ames stated in the past the Board has functioned by engaging in activities that were partly donations and partly promotional but if the legal opinion states not to engage in promotional activities then the Board should not support activities within the Department that has any component of promotional activities. Mr. Ames stated there are other cases such as the use of Department resources being available to the outside communities that could be misconstrued as a donation. Chairman Hughes stated he and Commissioner Pacino discussed this issue at length and the wording of the legal opinion rendered facilitated that question, however, that was not the actual interpretation. Mr. Soli stated when he looked through the Policy book and in the RMLD Policy #19 it clearly states the Department should not contribute, in any form, to civic charitable organizations. Regular Session Minutes September 9, 2002 Page Seven ,Board Discussion Discussion of RMLD Contributions with respect to Promotional Expenses (Commissioner Ames) Mr. Pacino clarified that this issue is related to promotional activities and said the program was set up to promote things that were related to the business of the utility which started with the Coolidge School Olympiad because it was considered science which relates to the RMLD utility business. Mr. Herlihy suggested changing Policy #19 and commented that letting outside organizations use the facility is a form of contribution without actually handing out money. Ms. Gottwald, Public Relations Manager, stated she had done some research in order to find how the Program was started and what she found was back in May of 1998, the former Public Relations Manager made a presentation to the Board. Two recipients of these Public Relations funds were in attendance speaking on behalf of the communities who are in favor of the continued support of the RMLD stating their sponsorships benefit many people and organizations and at the same time provide solid advertisement for the RMLD within the various communities. Among those in attendance were Mr. Brian Woods of the North Reading Parks and Recreations Department in relation to the Ipswich Park Concerts sponsored by RMLD, and, Mr. Carl McFadden of the Reading School Committee who organized both the Veteran's Dance and the Friends of Reading Athletic Club. Mr. Hughes also shared his view noting last year the Town attempted to discontinue placing flowers on the Veteran's graves, therefore, donation drives and various groups worked to collect money in order to continue giving remembrance to the veterans. Mr. Hughes stated the RMLD participated in that honor by financially assisting the program. Mr. Hughes stated this proved to be an asset for the RMLD as they showed patriotism and helped a good cause. At this point, Mr. Ames clarified that he is not opposed to community sponsorship or contributions but rather is respecting the legal opinion, thereby keeping the RMLD out of trouble. Mr. Ames further explained one thing he learned from the audits, which was a result of the Inspector General's Report, is that "persistently walking up to the line is as risky as walking over the .line." Mr. Ames stated the problem lies in the fact that the Commission does have a legal opinion and it is very firm about not making donations. Mr. Ames further suggested if the Department cannot legally engage in donations then action needs to be " taken to get legislation to pass a law so it is allowed. Extensive discussion ensued. Mr. Pacino suggested Mr. Cameron obtain a concrete answer to this issue from another legal counsel. Mr. Cameron asked for a clear statement and/or direction as to what the opinion needs to be prior to obtaining an answer from legal counsel. Mr. Pacino volunteered to send something in writing to Mr. Cameron. Media Relations with the Board Mr. Hughes stated since he is on the Public Relations Subcommittee along with Commissioner Herlihy he met with Ms. Gottwald to discuss the problem of the news media personnel calling individual Commissioners and the media should have one contact person at RMLD. Mr. Hughes' opinion is that the Public Relations Department, Mses. Gottwald and Maillett, be the contact person relative to media relations. Mr. Ames suggested the Public Relations Subcommittee make an amendment to Policy #19 to clearly state who the contact person is for RMLD and if there are cases when a Board member can speak with the media. Ms. Gottwald noted the reason for the discussion with Chairman Hughes was that Caroline Cole came to the meeting this evening to ask questions which was timely for her, however when something immediate happens the media needs the information right away. Ms. Gottwald explained her understanding of being the contact person for the media would be to at least take the initial telephone calls and locate the Commissioners, not to intervene and not let the Commissioners speak with the media. Regular Session Minutes September 9, 2002 Page Eight Board Discussion .Media Relations with the Board As Mr. Cameron stated, sometimes there are sensitive issues and the press has a deadline, however, if any of the Board members as well as himself and/or Ms. Gottwald responds to an inappropriate question chances are the answer will be inappropriate and could end up in court. Mr. Cameron further stated it is important to know what the response is even if it takes some time to determine this. Discussion ensued. Discussion of the August 281h Joint Meeting with the Selectmen Mr. Cameron briefly reported on the joint meeting with the RMLD Board of Commissioners and the Reading Board of Selectmen on August 28 . Mr. Cameron noted there were three recommendations from the Inspector General's Report which were as follows: 1) the vendors need to be notified not to give gifts to the RMLD employees or Board, 2) the RMLD employees and Board members need to be notified not take gifts from vendors; and 3) to study the IG Report further. Mr. Cameron also stated Chairman Hughes sent a letter to the State Ethics Commission asking them to take this issue under advisement and Selectmen Hines agreed with the course of action taken by Chairman Hughes. Although Chairman Hughes explained how he called the other Commissioners to inform them of his actions, he described the telephone conversations as a "conference call" by mistake. Mr. Cameron continued to state, this subsequently lead to a misunderstanding of the Reading Selectmen thinking Mr. Hughes had broken an open meeting law, therefore, the Town Manager had the Town Counsel investigate this matter by calling the Board members individually to ask them exactly how they were contacted. Mr. Cameron informed the Commission that the Town Manager responded to Mr. Cameron letting him know the Town Counsel's decision was that the RMLD did not break the open meeting law. Further discussion ensued. Next Meeting Date Wednesday, September 25, 2002, 7:30 p.m. Mr. Soli asked if there was a time requirement for submitting the minutes to the Town. Mr. Pacino stated once the minutes are approved they go to the Town Clerk's Office. The Library and the public can read them from the RMLD website. Mr. Pacino also stated a draft of the minutes are available for anyone who wants a copy and the drafts are not required by the Town Bylaws to go to the Town Clerk's Office until they are approved but there is always a draft available for anyone who wants it. Executive Session At 10;05 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 10:45 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