The Board meets on the first and third Monday of each month. Meetings begin at 1:00 p.m. and are held in the department conference room at 65 Lafayette Ave, Littleton. Board meetings are open to the public and time is allotted for public comments at each meeting.
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The regularly scheduled business meeting of the Littleton Water and Light (LWL) Board of Commissioners (BOC) meeting began at 1:00 p.m. on Monday, June 15, 2020 in the LWL conference room. Present were Commissioner Schuyler Sweet, Commissioner Ralph Ross, Director of Finance Lori Hogan and Superintendent Thomas Considine.
MINUTES REVIEW:
The minutes of the June 1, 2020 regularly scheduled Commissioners meeting were reviewed. Commissioner Ross made a motion to accept the minutes as presented, seconded by Commissioner Sweet.
The vote was in favor of the motion 2-0-0
FINANCIAL DIRECTORS REPORT:
Mrs. Hogan discussed and reviewed with the BOC several changes that she proposes to make to the monthly operating Profit and Loss (P&L) financial statements. The most noteworthy change discussed was adding the previous year values for comparative purposes and removing the variant percent column.
SUPERINTENDENT/ GENERAL MANAGERS REPORT:
1. JCR Utility Contracting is scheduled to begin working on LWL overhead lines replacing condemned poles off-road (ROW easements) that LWL equipment cannot safely access. Tree trimming and pole testing (done by others) has revealed several poles that are considered un-safe and in need of replacement. JCR is expected to be working for LWL over the next five (5) or six (6) days on several pole sets on circuit 35 (Mt. Eustis Road) and circuit 30 (34.5 kV system source supply) near Partridge Lake Road.
2. Horizons Engineering recently presented LWL with a set of plans that illustrated the proposed water main alignment and location to supply the proposed Granite Senior Living complex on the St. Johnsbury Road. LWL is currently reviewing the proposed location and will discuss the results with Horizons, still a lot of detail to resolve.
3. Arrears collections were discussed with the BOC. As soon as the governors covid-19 State of Emergency declaration order terminates, expected at the end of June (Executive order 2020-04) LWL is planning to restart its collection process for non-payment beginning in July. In June LWL initiated the delinquent notification process. Customers with past due balances (60 to 90 days) received a reminder call that their account(s) were delinquent and to reach out to LWL. At the termination of the executive order 2020-04 in addition to a reminder call formal letter of disconnection will be mailed that may result in the disruption of utility services if not addressed.
GENERAL/ OTHER BUSINESS:
The BOC reviewed and discussed the independent auditor report for the year ended 2019 and the letter of significant audit finding.
Mrs. Hogan stated that she and Mr. Considine have discussed how and when payroll expense are booked to the financial statement. Currently payroll expenses are recorded when they are paid and not when they are incurred. Though this method generally averages out at years end it does not reflect actual monthly/annual expenses at the time they were incurred. In the auditor’s opinion its presents as a misstatement as some payroll weeks can overlap two (2) different operational months and or fiscal years. Though this is not materially significant it can easily be resolved through the ADP payroll software. ADP can proportionally distribute payroll expenses in the period that they were incurred. This should stop payroll expenses from overlapping and impacting months that they were not incurred and remove the auditor’s comment from their auditor’s report.
Following some additional conversation with regard to the auditors year ended financial report the BOC agreed to wait until the fully board was present to accept/approve the auditor’s report.
ADJOURNMENT:
There being no further business to come before the board Commissioner Ross made a motion to adjourn the meeting, seconded by Commissioner Sweet.
The vote was in favor of the motion 2-0-0.
Meeting adjourned at 1:55 p.m.
The regularly scheduled Commissioner’s meeting is held twice monthly on the first and third Monday, at 1:00 p.m., in the Department’s conference room.