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Wallingford Fire District No. 1 MINUTES OF THE PRUDENTIAL
COMMITTEE MEETING The official copy of these minutes can be obtained at Wallingford Fire District #1 Office. Chris Rabtoy called the meeting to order at VISITORS (Signed
In): Priscilla Raykoske, Kay
Kennedy, Rose Regula, James Regula, Sharon Nitz, Abigail Clock, David Klock,
Kathleen Upton, Peter Upton, Cindy Cather, Michael Murphy and Kurt J. Brown MINUTES: An addendum was made to the minutes dated March 14, 2007.
The addendum reads: 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) 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. An addendum was made to the minutes dated February 28,
2007. The addendum reads: Mr. Rabtoy made a motion to go into executive session to
discuss personnel issues @ 7:35 p.m.
Chris McPhee seconded the motion.
(Motion carried 3-0) The
Prudential Committee came out of executive session at 7:45 p.m. with no action
taken. Chris McPhee made the motion to accept
the minutes with the two additions mentioned, seconded by Chris Rabtoy.
Motion carried (3-0). VISITORS:
Ms. Regula spoke of her concerns about the board’s decision to
compensate an elected official, when the position of clerk/treasurer is a
salaried position. Mr. Rabtoy
explained the reasons why the board made their decision; such as a three-year
audit that needed to be completed, which took over 150 hours and when the
auditor was in the office, the daily work was put on hold.
The clerk/treasurer came in nights and weekends to complete work. Ms. Regula said that no other clerk including herself were
ever compensated before. Mr. McPhee asked Ms. Regula if she had ever approached
the board and ask for compensation? She
said no. Mr. Rabtoy said neither did
Ms. Biagini. Further discussion
ensued about budgeted monies and what a budget means.
Mr. Rabtoy said that a budget is a best guess of what is going to be
spent. Ms. Regula asked where the cost for a $10,000 audit is coming from? Mr. Rabtoy said that unfortunately, when the budgets were made, they didn’t have a firm answer to as how much that budget was going to cost us. She asked, isn’t the audit only supposed to be for the water fund? Mr. Rabtoy explained that in order for us to merge all of the accounts like the accountant is telling us, we needed to have all of the funds audited. He is the one that knows what the government is looking for
as far as record keeping and bookkeeping. These
are the recommendations of the auditor and some of these recommendations are
from 4 years ago when he did an audit before.
Some of the things should have been done then.
Now we have been working and trying to get these changes made.
For various reasons they weren’t being made and now they’re done.
This is at the advise from the certified public accountant who did the
audit. We are following his
recommendation and making sure all of the I’s are dotted and the T’s are
crossed and unfortunately it costs more than we thought it was going to.
We had budgeted $4,000 for the audit and the last audit was done in 2003.
Ms. Regula said that because couldn’t do the bookwork and now we have
to pay an auditor to clear up a mess that someone couldn’t handle. Mr. Rabtoy
said it wasn’t a mess that someone couldn’t handle.
Rather that it was the antiquated way that bookkeeping was being done in
that office and that’s the way it’s been done forever.
With all these different ledger sheets and all this stuff that where in
appropriate and unnecessary. Ms.
Regula said that you have blamed and blamed other people for one person’s
stupidity. Mr. Rabtoy said that he
is not blaming anybody, he’s just saying that unfortunately the biggest
problem that we have as the Prudential Committee is that’s the way it’s
always been done and why are we changing now?
Well if it’s been done wrong for 22 something years, let’s not have
it be wrong for year number 22. He
said let’s get it fixed and do it right. Mr. Rabtoy explained that the USDA requires a yearly audit
be completed for the Water Bond. For
what ever reason, this board was not made aware of that until 2006 that this was
a yearly event that was supposed to take place.
So when we got the accountant in here to do it, he had to go back to
2004, 2005 and 2006 in order to get it done correctly.
Now that’s what the accountant does for a living, so we have to go by
his expertise because we are not certified public accountant. Ms. Regula asked for clarification as to having auditors
versus an accountant. Mr. Rabtoy
said that it was the voters that made the decision.
She asked how often the accountant is coming in to do an audit.
Mr. Rabtoy answered yearly. Ms. Regula went on to express her dissatisfaction with the
bills that were paid for the Fire Department (i.e., electric and fuel) and the
signing of pay orders after bills were supposedly paid.
Mr. Rabtoy said they weren’t as he’s aware of. Mr. Lohsen brought up the subject of the Boys Camp and its
property tax and also the collection of the Fire Protection Tax.
Mr. Rabtoy said the board will research the issue.
Mr. McPhee said so if I understand right, we have two issues to ask
about, one is the tax issue and clarify that either with VLCT, Secretary of
State or legal counsel and then of course the tax issue with the Boys Camp.
Mr. Brown said that there may be a deed that outlines stipulations for
the camp. Mr. Rabtoy brought up the issue of the beach receiving
water from the Boys Camp. Mr. Lohsen
explained the logistics of the how the water was getting there.
Mr. Rabtoy wanted to clarify that the beach is not for profit and we pay
taxes on the property, plus we have to pay to use the beach.
Mr. Lohsen asked and what’s your point.
Mr. Rabtoy replied that it sounded silly to be paying twice.
Mr. Rabtoy said the point is that we’re paying taxes on the property,
plus we’re paying a couple of bucks to go swimming.
Another point is that if it’s a business that we should be billing for
water. Someone said that it wasn’t
going to pay for the $10,000 bill. The
Fire District hasn’t been charging the town for water.
Mr. Rabtoy said that maybe it should be rethought about charging the
people, if they are already paying for it through their taxes. Mr. Klock mentioned that the Boys Camp was deeded by True
Temper. OLD BUSINESS: Mr. Rabtoy explained how purchases work if they are over
$5,000 (24 V.S.A. §1755, 1756 & 1757).
Copies are available in the Fire District Office. A resolution of necessity for such purpose would need to be
passed by the Prudential Committee. Mr.
Rabtoy made the motion to pass the resolution of necessity for the purchase of a
new fire truck, seconded by Mr. McPhee. Motion
carried (3-0). Mr. McPhee asked what
exactly is the procedure, how does it tie into the warning and to any other data
that they may collect? Motion
carried (3-0). OTHER BUSINESS: Changing Fuel
Companies: Mr. Rabtoy said that he had obtained a credit application
from Ultra Mart Oil Company and will bring to the clerk to have it completed.
As stated in a previous meeting, Ultra Mart is offering the District a
lower cost for fuel. 2006 Water Quality
Report: The clerk handed out draft copies of the 2006 Water Quality
Report to the committee for review. Mr.
Rabtoy said that they would like some time to review it and offer feedback at
their next meeting. The anticipated
date of distribution of the report is to be sent out with the 2nd
quarter billing. Mr. Lohsen wanted to reiterate that everyone was up to
speed on open meeting laws and executive sessions.
He went on to explain them. Ms.
Nimtz began to recite the Statute regarding holding Executive Sessions.
Mr. McPhee said that they had copies of the Statute 313 and there about 9
exceptions to what are public and what is not. Ms. Nimtz said that she had one more thing regarding
salaried people and her concern about paying more money to them.
Mr. Rabtoy said that the clerk came on when things needed be done and
should have done years ago. All of
this stuff with the computer and trying to get it on the computer should have
been done five or six years ago. Unfortunately
when the clerk came in, this stuff was still sitting on that plate and needed to
be done and done now. The clerk took
hold of it and was here all the time. When
Mr. Rabtoy has to tell someone please don’t work this weekend, please stay
home don’t come in. He could use
ten workers like that. Ms, Nimtz
said that she could see his point and asked him if he could see hers.
The board agreed. Ms. Nimtz
expressed her opinion about how the minutes read.
Mr. Rabtoy said that sometimes decisions are not made like under new
business. The clerk responded she
could see her point and sometimes she gets a little too detailed because she
wants to type everything that was said other than just brief sentence. The clerk
thanked Ms. Nimtz for her opinion and said that she would try to be more
cognizant about the minutes. The
clerk also said that the door is always open for suggestions and Ms. Nimtz said
that she has thoroughly enjoyed that. Ms. Barbieri said that she was sure that people would be
betting down the door to see a copy of the compensation checks.
The clerk responded by saying who has asked, other than one person.
Ms. Barbieri said that they are public record and Mr. Rabtoy said that
yes they are. She asked what funds
that the monies had come out of. Mr.
Rabtoy replied, the General and Sewer Fund.
She asked what line item they came out of.
Mr. McPhee answered salaries/compensation worked.
The only reservation that Mr. McPhee would have as to the checks would be
the privacy act as to what is being deducted on an individuals check.
Mr. Rabtoy said that he spoke to an attorney and absolutely not do you
give out copies of checks. Then when
he spoke to VLCT, copies of the check could be given out without the copies of
the stub that shows personal deductions. The clerk held up the documentation and she would make sure
that copies would be available for any and all persons wanting them.
Ms. Barbieri suggested posting them at the Post Office.
Mr. Rabtoy said that if someone would like copies that they are available
at the Fire District Office for .05 per copy.
Mr. Rabtoy asked if that answered Ms. Beriberi’s question.
No further questions. Mr. Rabtoy explained the procedure of changing minutes and
when and by whom they could be changed. The
clerk is not authorized to change them after they have gone out and go back to
them and add to them because something was forgotten.
She has to wait until the next scheduled meeting the Prudential Committee
will either approve or make corrections to them.
That’s the way the process works he said and we are doing the best we
can. Any Other Business
That Comes Before the Committee: Mr. McPhee wanted a timeline for the fire truck proposal.
Why is it that we bill per $1,000? We
started billing in the 80’s and at that time it was a donation Ms. Barbieri
said. Mr. Rabtoy requested the clerk
to find out from VLCT the proper way that it should be done.
An approximate amount for each resident could come from the current grand
list 2006. Treasurer’s Report: The office received an e-mail from the Town Administrator
regarding Meacham/Prospect Paving. They’ve
asked whether the Fire District would have the town fix them or have it
contracted the job out. Mr. Rabtoy
made the motion to have the town fix and have them bill us, seconded by Mr.
McPhee. Motion carried (3-0). The accountant had requested the clerk to obtain approval
to pay $25,000 to Citizens for the TA Loan from Water Fund.
The entire payment comes due September 2007 and since there are monies to
pay some of the loan off, he suggested that we do that.
The committee said that this item would be tabled for the next meeting
and no action was taken as this time. A question regarding a CVPS bill was brought to the
clerk’s attention as to where the electricity was being supplied to.
The clerk obtained information from CVPS regarding the location that the
meter would be located (corner of Robert Davenport put a request in to be paid for the use of his field during an event that takes place at the lodge, last YR 06’ in the amount of $250.00. This year the fee for parking on his property would cost $300. He also mentioned that the District would be responsible for insuring vehicles that are parked on his property and if not, he would no longer allow parking. No action taken at this time. John West, Chief Sewer/Water Operator e-mailed the clerk to
set up a schedule for pressure reducing valve maintenance associated with the
water meters. Once the part time
sewer operator is trained, he would be the one to conduct the maintenance.
Residents will be notified in order to make an appointment for the
operator to do the maintenance. Approval for the purchase of stamps, the cost will be going
up in May. The stamps will be used Mr. McPhee made the motion for the clerk to purchase stamps
400 stamps, seconded by Mr. Rabtoy. Motion
carried (3-0). BILLS: The bills were presented to the committee for review
and were approved. (24 V.S. A. §1623 Signing Orders, Chapter 51) The next regularly scheduled meeting of the Prudential Committee will be held on April 11, 2007 @ 7:00 p.m. – Fire District Office - Town
Hall. ADJOURNMENT: Mr. McPhee made the motion that the meeting be adjourned,
seconded by Mr. Rabtoy. Motion
carried (3-0). Meeting adjourned at
9:35 p.m. Respectfully Submitted: Stephanie P. Biagini - Clerk/Treasurer |
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