This story was updated at 7:20 p.m.
COVENTRY — Selectboard members on Monday delayed making any decisions about the town’s contract with the Coventry Fire District amid concerns over the district’s operations.
Some of those concerns involved the district’s finances. One critic, Martha Sylvester, told the board voters have not been given an opportunity to elect a district treasurer as required under state statute.
“They are basically cutting into the democratic process,” Sylvester said.
The district, a distinct municipal body run by a prudential committee, provides water to about 250 people in town, and must hold an annual election for a treasurer. That hasn’t happened.
Jeanne Desrochers, the prudential committee chair, disputed those claims in an interview Wednesday.
She said fire district users elected a treasurer last summer, who happened to be a member of the prudential committee, but that person resigned.
Then, Desrochers said, the Selectboard appointed Melissa Gallup last fall to fill the role. Because Gallup’s predecessor had been treasurer, the prudential committee thought it was best to let her continue those duties, Desrochers said.
“We needed to ensure that we had a treasurer during (our water-treatment plant project), and it made sense to have that position continue until this October,” she said.
Selectboard Chair Mike Marcotte said it was clear that the statute required an annually elected treasurer. “The fire district hasn’t elected a treasurer?” he asked.
Gallup said an election will be held at the district’s annual meeting in October. She did not provide any further explanation.
Monday was not the first time the district has faced scrutiny. Previously, questions have been raised about water quality issues.
In 2016, the district had elevated arsenic levels in its water supply and exceeded the maximum allowable threshold more than once. The residents relied on bottled water for years until officials opened a new water treatment plant in July.
The controversy Monday centered on a shared services agreement that allows the town to perform bookkeeping for the district. Critics are concerned about having one bookkeeper work for both entities.
The agreement originally set a limit of five hours a month for a monthly rate of $170. In July, the Selectboard agreed to allow the bookkeeper to spend more time on district business at a rate of $50 a month for office expenses plus $26 an hour.
Board members have discussed the contract at three meetings since June. At those meetings, a number of concerns have been raised, including the town’s use of a district laptop, and concerns the district has been unresponsive to citizens’ public records requests. Officials have also questioned whether the district is following proper financial protocols.
Kate Fletcher, the town tax collector, urged the board Monday to drop its association with the fire district.
“We have really strived in Coventry to (remediate) issues of the past — lack of transparency, lack of open records and selective control,” Fletcher said.
“And what I’m seeing, again, is noncompliance with requests for public information,” Fletcher continued.
Coventry has had questions about finances in the past after former town clerk Cynthia Diaz was accused of embezzling more than $1 million from the town.
Desrochers said that the district has moved most of its records to the town offices and that they are available. She said records have been made available to Fletcher.
Fletcher says the fire district has had a financial deficit in two of the last three years — in the red by more than $11,200 in 2016 and by more than $13,300 in 2017, records show.
“I don’t know exactly what you’re talking about,” Desrochers said when asked about the deficits. “I don’t have those available to look at.”
She said that the district’s financials have been continually scrutinized by government agencies and banks during its large-scale grant projects.
“Do you think we should just, possibly, continue this contract until the annual meeting and then dissolve it?” said Selectboard member Scott Briere.
The district is undergoing a financial audit. Gallup suggested the Selectboard wait until that audit is completed before taking any action. She said it was likely the district would make changes to its procedures as a result of the audit.
“I don’t think we should set a date for anything until we have that audit back,” she said.
Gallup said completion of the financial review was up to their auditor, Jeff Graham, prompting concern from Fletcher.
“Well, I mean, if it’s 10 months from now, that leaves us in quite a predicament, cost wise, for bookkeeping services,” Fletcher said.
“Can’t help you with that,” said Gallup, though she had earlier told the board that the district hopes to hear the results before the Oct. 8 meeting.
Board members said they would wait until after the annual meeting before considering any changes to the services agreement.
“The shared services agreement is very valuable to us as a fire district,” Desrochers said. “We are eager to hear from our auditor.”
“This is a volunteer organization of community-minded people, and we’re doing the best we can, given our talents and skills and time,” Derochers said. “And I think other small fire districts around the state probably are worse off than we are.”
