Wallingford Fire District No. 1

                                                 MINUTES OF THE PRUDENTIAL COMMITTEE MEETING
                                                                                          March 14, 2007 

                                 The official copy of these minutes can be obtained at Wallingford Fire District #1 Office.

Chris Rabtoy called the meeting to order at 7:10 pm.  Also present were Chris McPhee and Stephanie Biagini - Clerk/Treasurer.  John Shaw was absent.   

Visitors:  Warren Allen, Mike Bird, Jim Bowen and Don Phillips

MINUTES:  

The minutes for February 28, 2007 were read.  Chris McPhee made the motion to accept the minutes as read.  Chris Rabtoy
seconded the motion.  Motion so carried. (YES 2, NO 0).  

At the March 28, 2007 Prudential Meeting an addendum to March 14, 2007 meetings minutes were made to read;  

Executive Session:  

Chris McPhee made the motion to approve additional compensation for Mark Breznick, Sewer Operator and Stephanie Biagini, Clerk/Treasurer.  Chris Rabtoy seconded the motion.  Motion so carried. (Yes 2, No 0).  Mr. Rabtoy stated that both 
of them ended up working a lot of extra hours that they weren’t being paid for, which wasn’t fair.  So the committee made the decision to pay them for their hours worked.  There was also a signed memo from the committee that will be attached to the minutes, authorizing the compensation of $1,000 each after taxes.  

NEW BUSINESS:  

Visitors:  

Mr. Phillips of Continental Utility Solutions, Inc. came before the committee to provide a demonstration on a new billing software 
package.  The benefits were discussed and questions were answered.  The committee did not commit to purchasing the software rather it was more of an informational session for possible tools for streamlining internal operations.

Mr. Allen came before the committee to discuss the proposed purchase of a new fire truck.  The Treasurer had been in contact 
with the following: VLCT, Vermont Municipal Bond, Citizens Bank, Chittenden and E-One regarding logistics and financing.  So far the office had received a Loan Amortization Schedule from E-One regarding their terms on financing, subject to credit approval.

Mr. Rabtoy said that what were looking for before we can bring this to the voters is concrete financing in place.  E-One has sent 
us such documentation, that they will loan us the money based on the parameters outlined proposal.   Further discussion took place.   Mr. Rabtoy said he didn’t feel confident and comfortable in having a lease on a new fire truck.  He thinks that we’ve justified the need for one and he’s not a big fan on leasing something like that, then at in the end we don’t have anything. 

Mr. Rabtoy asked if the Fire Department had any monies to match with the Fire District’s.  He said if we went before the voters 
and said we have $14,000 from us and the Fire Department could come up with $10,000 or $11,000 for a down payment, it would show commitment on both parties.  Mr. Bird said that he understands his point, but he’s going to bring up another one.  The Fire Department uses their monies buying a lot of, granted the Fire District has bought lots of its gear, but over the years they’ve bought their own. With the expenses those fellows have and using the money generated from bingo, grants (fortunately they’ve had some good grants in the past years), but that’s not always the case, donations and whatever, a large portion of it has been spent to keep that place going down there and those were dollars not cost incurred from the Fire District. 

And so, while your point is a valid point, he doesn’t see that as a necessary item going in front of the voters, because as these 
gentlemen present here when we have the meeting, someone is going to ask that question, why not the Fire Department?  
Well, the Fire Department is going to be ready and say, we’ve bought radios, pagers we have done this, we are asking you to 
do this.  The reason why Mr. Rabtoy brought this up is because we have about 400 in the Fire District 1 and another 400 outside of Fire District 1and in since everyone will be responsible in paying for the fire truck.  Mr. Bird said that the Town has contracted the services of the Wallingford Fire Dept. to provide fire protection and this is a piece of the fire protection.  The response time will be quicker with a new apparatus. 

We will go ahead and bring the information to the voters and if there is a mix of voice votes, we will go to paper ballot.   If the voters ask for an Australian ballot then is will need to be directed that way.  A special meeting will be warned for it. 

Mr. Allen said that they have had a tremendous number of carbon monoxide calls.  We don’t have a reader he would like to purchase one.  He doesn’t want to buy a real fancy one, just something that will tell him whether the fumes are there or if they aren’t.  Bill Lohsen was nice enough to let us borrow one.  The cost is about $350.00 – he has costs quotes that go up to $2,500 from Reynolds.   Mr. Bird suggested that the Mr. Allen send Mr. Lohsen a thank you for his generosity.

Mr. Rabtoy made a motion to purchase a meter for $350.00.  Mr. McPhee seconded the motion.   Motion so carried. (YES 2, NO 0). 

The water heater was fixed by the plumber at the Fire Station.  The plumber recommended a mixing valve on the other side of the hot water tank.  Mr. Rabtoy will take a look at it and get back to the plumber on whether or not the job will be done.  

Lodge:

Mr. Rabtoy asked Mr. Bowen if his road was plowed by Jim Lake, he said that it took a few days after the storm on Feb. 14^th.  Mr. Bird said that Mr. Lake was very busy with that storm.  Then he tried to plow it and got stuck and needed to have someone help him out.  Mr. Rabtoy said that we need to make sure that we can bring a fire truck out there if needed, so it’s important that the road is clear to do so.

The reason Mr. Bird attended the meeting is try to get some business resolved with Mr. Bowen and the camp.  Mr. Rabtoy said that we need to get a better handle of the accounting portion at the Lodge.  The auditor questioned the paperwork for the lodge. We want all funds to be filtered through the office including the contracts and bookings.  Mr. Bowen agreed with that.  Also, discussed previously was to have Mr. Rabtoy and Mr. Bowen to go through the bills and square up with monies owed between each party.  Mr. Bowen said that he’s been going out straight and he agrees that he would like to get it done as well.  Mr. Bowen said that we need a little more communication on the rentals.  Until the office can take over the rentals, calls need to be made to Mr. Bowen until we understand what’s going on over there. 

Mr. Rabtoy said we have the calendar that outlines the 2007 rentals and we don’t have contracts that match up with the calendar.  Mr. Bowen said he’s aware and he assured the committee that we would have them within the next couple of weeks.  He currently has calls into people following up on bookings. 

Mr. Rabtoy outlined the following:  we need each of the contracts turned over to the office, all of the deposit money’s together with them, so that when someone does call the office, we can say whether or not there is availability and what is available.  Right now it’s kind of an iffy thing, because if there isn’t really a signed contract and there isn’t a check with it, then technically they haven’t really rented it. 

Mr. Bowen again said that within 2 weeks we would have all of and there is really only one person for October that he hasn’t been able to get a hold of them, but everyone else he’s been in contact with. One booking was not put on Mr. Bowen’s calendar and the office received a call for an event for that day.  The group usually takes that day to set up for an event that starts on the following day at 8:00 a.m.  Mr. Rabtoy said that they can either set up late or that morning for their event.  There is a transitional period between both parities.  Mr. Bowen had requested that a phone call be made to him to double check before bookings are made.  The clerk suggested that Mr. Bowen and Mr. Rabtoy meet to pass over the information and have one point person scheduling the lodge.  The clerk had updated the contract to include an area for the renters address/phone number and a deadline to return the signed contract.  That will help holding onto rental dates and having their contact information available, in case they cancel a reservation and a refund is due or an emergency should arise.   Currently there is a renter that has cancelled, but with only a name or no other information, the funds have not yet been released for reimbursement.  The clerk has offered to assist with streamlining the process and take the burden off of the caretaker.  The clerk agreed that communication is very important and on that note two letters along with an agenda had been sent to Mr. Bowen requesting his attendance at the 
meetings.  Included on that request was that if he was not able to attend the meeting to please call the office and let us know 
communication goes in both directions.  The Clerk then when on to say that she had tried to match up the contracts and the dates on the calendar with Mr. Bowen’s information and came up short with what was on the calendar versus contacts in hand.  We realize that there are organizations that meet every year and have been for years, but when there are weddings, birthday and reunions noted on the calendar and no contracts to back them up, this is an issue.  Mr. Bird said that to Mr. Bowen’s credit over the years, granted those things aren’t here right now, at this minute, but those things always did come in.   As discussed previously with Mr. Bowen, we are here to help facilitate the contract and deposit process, realizing the Mr. Bowen has a full time job and it takes time to make calls and follow up with booking the rentals.  Mr. Bird asked Mr. Bowen if it would be possible for him to pencil in the rentals that happen every year, but haven’t committed to a date yet.  Mr. Bowen said yes.   Mr. Rabtoy said that if there are those situations then to mark on the calendar those events.  Give us a list and the Clerk offered to follow up with them. The rental rates were then discussed and Mr. Bowen said that he raised the weekend rate and kept the same rate for previous renters the same, but would suggest that their rental fees go up for the next year.

Mr. Rabtoy requested that Mr. Bowen attend the next meeting and he agreed.  The other changes that will be made are the 
utilities such as the phone, propane and electric to be put into Mr. Bowen’s name.  There is an electrical issue (parking lot lights) that will need to be resolved, but in the interim the Fire District will reimburse $25.00 towards the electric bill.  That transition will be done by the 1^st of May.  The dumpster was discussed and we should only be charged per removal not monthly.  Mr. Bowen said that there have been various scenarios on when the trash was removed.  Mr. Rabtoy will check into it.

Mr. Bird recommended that we hold off on any rentals until such time Mr. Bowen knows what he has.  Mr. Bowen asked the Clerk to just give him a call him if there is a question on an open date.

Mr. Rabtoy thanked Mr. Bowen and Mr. Bird from coming in and asked that if something changes in Mr. Bowen’s schedule to 
please give Mr. Rabtoy a call. Mr. Bowen said that there are some issues to discuss as to some projects that will need to be completed in the spring at the lodge.  There was discussion on a tractor that isn’t in working order.  Mr. Rabtoy said that is should be brought some where to be repaired. 

OLD BUSINESS:  

-                     Lodge – Please see above

-                     Status of copier it’s interacting with the computer and the copier and computer has been set up to work hand and hand.  It definitely has made a difference in printing documents.

-                     Postage machine was discussed and decided on not to go that route at this time.

-                     Fuel companies were discussed and a credit application has been retained by Mr. Rabtoy for Ultra Mart.  The price quoted last week from Ultra Mart was less than Suburban (Ultra Mart $2.29 versus Suburban $2.59).  Ultra Mart also said that if we got propane from them as well that he would drop the rate another. $.05.  Mr. Rabtoy suggested that we call Suburban and discontinue any future fuel deliveries.  Then let’s give Ultra Mart the opportunity to serve us.  Mr. McPhee said absolutely.  Mr. Rabtoy suggested that we can try to pre-buy in the summer, so that we will be budgeted anyway.   

                        Mr. Rabtoy made the motion to change oil companies.  Mr. McPhee seconded the motion.  Motion so carried.  
                       (YES 2, NO 1)  

OTHER BUSINESS:  

Treasurer’s Report:  

• Approval to transfer monies from Water/Sewer Fund to Water Bond and Fire Protection Funds.  The funds have been collected from 1^st Quarter Billing Period.

-                     Water Bond - $19,242.04

-                     Fire Protection Fund - $15,248.32  

Mr. McPhee made the motion to accept the fund transfers as written.  Mr. Rabtoy seconded the motion.  Motion so carried. 
(YES 2, NO 0).   

• Request for approval for Green Mount Conservation Camp in the amount of $350.00.

  Charlie Gauthier, First Assistant Chief requested a check for two individuals to attend the above mentioned camp.  

Mr. Rabtoy asked if the camp was fire related and who was going to attend?  The camp is not fire related and one participant is currently a volunteer firefighter and the other was not.  He said that due to our audit, we have to be more careful of what checks are being written for.   

Mr. Rabtoy made the motion to not accept the request for the check.  Mr. McPhee seconded the motion.  Request was denied,
motion so carried. (YES 0, NO 2)  

• Consumer Confidence Report 2006

-                     The report has been received and the information is being processed for distribution.  We are hopeful 
that the results will be ready to be sent out with the 2^nd quarter billing.  

• John West and Mark Breznick handed in a written recommendation to the committee for the part-time employee position.

     -                     Their recommendation was Randy Squier. 

-                     The other candidates will be notified by phone, thanking them for their interest in the position.  

            Mr. McPhee made the motion to hire Randy Squier’s.  Mr. Rabtoy seconded the motion.  Motion so carried. 
(YES 2, NO 0)  

            Mr. Squier’s will be notified and a time will be set for him to complete the necessary new hire paperwork and start as soon as he works out a schedule with Mr. Breznick.  

• A Board of Abatement Meeting will need to be set up for Mr. Finton Whitty regarding his 3^rd & 4^th Quarter Bill.

-                     The meeting will take place in April (date yet to be determined).  

• CVPS Fire District Tax Bill was brought to the committee for discussion.  It had seemed that in the past there was discussion on what the Fire District could and should be collecting for Fire District Tax.  The committee said that they will be billed as they have been in the past and will be re-evaluated due to the appraisals coming out this year.  A representative from CVPS will be asked to attend a meeting to discuss their future tax responsibilities and speak to the listers see how they arrived at that assessed value.  What areas are to be billed for the fire district.

            Mr. Rabtoy made the motion to send them a new bill.  Mr. McPhee seconded the motion. Motion so carried (YES 2, NO 0)  

• A request came into the office from Charlie Baker for the use of the Lodge for a 6^th grade class outing.  A fee was quoted 
  and asked if the district could do better. 

           Mr. Rabtoy made a motion to waive the entire fee for the 6^th grade class.  Mr. McPhee seconded the motion.  Motion 
so carried. (YES 2, NO 0)  

Route 140 West Meter:  

Mr. Rabtoy read an e-mail from John West regarding billing the Highland Water System association.  Mr. West had made a 
suggestion in the past that it would be better to bill the association based on the master meter reader.  The committee chose 
instead to install individual meters and charge the users for the bond.  It would be more prudent to use the master meter as a 
leveraging point to have the system repair its leaks and stay on top of preventive maintenance.  Mr. Rabtoy said that part of the 
reason for this is that, we have a major discrepancy over looking at that meter in the meter pit at the bridge and what we are 
actually billing for.  He would like to put this on the agenda for the next meeting and notify the Highland Association and let 
them know that this issue will be discussed. 

BILLS:  

The bills were presented to the committee for review and were approved.   A bill received from James Lake for plowing will 
not be paid at this time because the office is waiting for a copy of their certificate of insurance.  Mr. Rabtoy said that if we do 
not receive it, then a registered letter should be sent requesting the documents.   

NEXT SCHEDULED MEETING:  

The next regularly scheduled meeting of the Prudential Committee will be held on March 28, 2007 at 7:00 p.m. – Town Hall.

ADJOURNMENT:

Chris Rabtoy made the motion that the meeting be adjourned.  Chris McPhee seconded the motion.  Motion so carried. 
(YES 2, NO 0).  Meeting adjourned 9:00 p.m.

Respectfully Submitted:

Stephanie P. Biagini - Clerk/Treasurer

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