• Town of Weathersfield, Vermont

  • Town of Weathersfield, Vermont

  • Town of Weathersfield, Vermont

  • Town of Weathersfield, Vermont

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Ascutney Fire District No. 2

 

POSITION OFFICIAL TERM EXPIRES
Moderator George Murray  
Prudential Committee Harold Pyke  
  William Southard  
  Everett C. Bingham  
District Clerk Gloria Murray  
District Treasurer Marion J. Ballam  
Collector Municipal Manager Until Revoked


Regular meetings are held the Second Monday of each month at Martin Memorial Hall.

Annual Meeting: First Tuesday in May
7:00 P.M.
Martin Memorial Hall


 

ASCUTNEY FIRE DISTRICT #2

prUDENTIAL cOMMITTEE

Minutes of Monday, August 8, 2016 Meeting

(Draft)

Minutes for 6:00 PM, Monday August 8, 2016 meeting of Ascutney Fire District #2 Prudential Committee in Martin Memorial Hall.

Present:  Prudential Committee Members Harold Pyke, Everett Bingham and William Southard.  Also present was Fire District Manager Ed Morris

1. Call to Order.  Harold Pike called the meeting to order at 6:00 PM.

2. Changes to the Agenda. No Changes were made

3. Approve Minutes from July 11, 2016 A motion was made by William Southard seconded by Everett Bingham to approve the Minutes from July 11, 2016 as written, Motion passed 3-0 

4. Purchasing policy- Third Reading- all changes made from last meeting were accepted. A motion was made by Everett Bingham seconded by William Southard to approve the accept the purchasing policy as written, Motion passed 3-0

Computer Update Ed Morris explained that Nathalie has had some computer issues, so the bills for July went out late. Ed also discussed getting a person out to help Nathalie with Quickbooks.

5. Use of Town Staff Ed Morris advised the Prudential Committee that the use of Town Staff for administrative support was approved by the Selectboard last Monday. Ed stated that he believes the tasks being spread throughout the office will take the same to possibly less Town time and will stay within the budgeted amount for Town Support.

Ed Morris also discussed the approval of using a Highway worker to become a certified water operator. Ed said he would be working on a rate to pay the Town  for the use of this operator. This would come back to the Selectboard and Prudential Committee for final approval.

6. Route 12 Project Update Ed stated the route 12 project is moving along at a good pace. The surveyors were out last week, and soil boring samples will be collected soon. The hopes are to have permit applications delivered to the state by Sept. 1, 2016 with construction to begin in October if all goes well.

 7. VFD Update Ed stated he had Wragg Brothers out to check Well Pump #2 to ensure the VFD problem was not a pump issue. The pump checked out OK and the problem seems to be too tight of tolerances set into the VFD itself. 

 

Ed Discussed the current fix for the VFD alarm problem. Ron Gehl came out and wired in a delay from the generator to the VFD. This will delay Well #2  from starting up for 15 minutes after switching back to line power. Hopefully this solves the Alarm issue during the switch back.

 

8. Any new business that can legally be discussed. None  

9. Approve Warrant. William Southard made the motion, seconded by Everett Bingham to accept Warrant #70 dated 08/04/2016 with operating expenses of $2582.37 and project expenses of $0 equaling a total expenditure for the period of $2582.37. The vote in favor was 3-0; the motion carried.

 

10. Adjournment Everett Bingham made the motion, which was seconded by William Southard, to adjourn. The motion passed 3-0, meeting adjourned at 6:40 PM.

ASCUTNEY FIRE DISTRICT #2

prUDENTIAL cOMMITTEE

Minutes of Monday, August 8, 2016 Meeting

(Draft)

Minutes for 6:00 PM, Monday August 8, 2016 meeting of Ascutney Fire District #2 Prudential Committee in Martin Memorial Hall.

Present:  Prudential Committee Members Harold Pyke, Everett Bingham and William Southard.  Also present was Fire District Manager Ed Morris

  1. Call to Order.  Harold Pike called the meeting to order at 6:00 PM.

  1. Changes to the Agenda. No Changes were made

  1. Approve Minutes from July 11, 2016 A motion was made by William Southard seconded by Everett Bingham to approve the Minutes from July 11, 2016 as written, Motion passed 3-0

  1. Purchasing policy- Third Reading- all changes made from last meeting were accepted.

    A motion was made by Everett Bingham seconded by William Southard to approve the accept the purchasing policy as written, Motion passed 3-0

  1. Computer Update Ed Morris explained that Nathalie has had some computer issues, so the bills for July went out late. Ed also discussed getting a person out to help Nathalie with Quickbooks.

  2. Use of Town Staff Ed Morris advised the Prudential Committee that the use of Town Staff for administrative support was approved by the Selectboard last Monday. Ed stated that he believes the tasks being spread throughout the office will take the same to possibly less Town time and will stay within the budgeted amount for Town Support.

    Ed Morris also discussed the approval of using a Highway worker to become a certified water operator. Ed said he would be working on a rate to pay the Town for the use of this operator. This would come back to the Selectboard and Prudential Committee for final approval.

  3. Route 12 Project Update Ed stated the route 12 project is moving along at a good pace. The surveyors were out last week, and soil boring samples will be collected soon. The hopes are to have permit applications delivered to the state by Sept. 1, 2016 with construction to begin in October if all goes well.


  1. VFD Update Ed stated he had Wragg Brothers out to check Well Pump #2 to ensure the VFD problem was not a pump issue. The pump checked out OK and the problem seems to be too tight of tolerances set into the VFD itself.

    Ed Discussed the current fix for the VFD alarm problem. Ron Gehl came out and wired in a delay from the generator to the VFD. This will delay Well #2 from starting up for 15 minutes after switching back to line power. Hopefully this solves the Alarm issue during the switch back.

  2. Any new business that can legally be discussed. None

  1. Approve Warrant. William Southard made the motion, seconded by Everett Bingham to accept Warrant #70 dated 08/04/2016 with operating expenses of $2582.37 and project expenses of $0 equaling a total expenditure for the period of $2582.37. The vote in favor was 3-0; the motion carried.

  2. Adjournment Everett Bingham made the motion, which was seconded by William Southard, to adjourn. The motion passed 3-0, meeting adjourned at 6:40 PM.

ASCUTNEY FIRE DISTRICT #2

prUDENTIAL cOMMITTEE

Minutes of Monday, July 11, 2016 Meeting

DRAFT

Minutes for 6:00 PM, Monday July 11, 2016 meeting of Ascutney Fire District #2 Prudential Committee in Martin Memorial Hall.

Present: Prudential Committee Members Harold Pyke, Everett Bingham and William Southard. Also present was Fire District Manager Ed Morris

Call to Order. Harold Pike called the meeting to order at 6:00 PM.

Changes to the Agenda. No Changes were made

Approve Minutes from May 9th, 2016 A motion was made by William Southard seconded by Harold Pyke to approve the Minutes from May 9th, 2016 as written, Motion passed 3-0

Approve Minutes from June 13th, 2016 A motion was made by Everett Bingham seconded by William Southard to approve the Minutes from June 13th, 2016 as written, Motion passed 3-0

Purchasing policy- Second Reading Everett Bingham suggested many edits to the Purchasing policy that will be added and presented at the next meeting.

Delinquency Update Ed Morris gave an update on the delinquency notices sent out last month. Three of the six notices sent out were paid in full. One of them was ½ way paid up, with another letter sent to ask for continued payments. Steve and Ed shut off one water meter on 7/11/2016 and was met by the renter of the property who called her landlord and he stated the bill would be paid this week. We turned the water back on and let the lady know we would turn it off if it was not paid. The final property has been taken by the bank and a lien would have to be filled if we are to collect.

2015-2016 Budget Review Ed Morris explained preliminary numbers show the fire district budget looks like the district will end the year within budget. There are some questions whether the previous manager used the accrual or cash style accounting method, but either way the district is in good shape.

Computer Update Ed Morris explained that Nathalie has had some computer issues and is working on restoring a backup of some data from a computer upgrade. Ed also explained that the auditor recommended better separation of duties. He took some time to speak with NMERC representatives about using the Towns accounting software to maintain billing and accounts payable for the District with Nathalie using the same software to conduct the billing. There is also a possibility to use QuickBooks with a cloud based system and multiple user logins and security measures.

Any new business that can legally be discussed. None

Approve Warrant. Everett Bingham made the motion, seconded by William Southard to accept Warrant #69 dated 07/07/2016 with operating expenses of $13,094.22 and project expenses of $0 equaling a total expenditure for the period of $13094.22. The vote in favor was 3-0; the motion carried.Ed Morris explained that there was a decision to be made about how to pay for the Tillman Project that was completed. The district could say the project was capital improvements which would come from the project fund, or call it system maintenance since we were replacing a leaking line with an upgraded pipe. Ed recommended using the operations budget for maintenance since we had the money available and it would still fall within budget.

Adjournment Everett Bingham made the motion, which was seconded by William Southard, to adjourn. The motion passed 3-0, meeting adjourned at 6:57 PM.

 

Minutes

Ascutney Fire District No. 2

Annual District Meeting

Tuesday, May 3th, 2016

[Draft 5/4/2016]

 

The legal voters of the Ascutney Fire District No. 2, in Ascutney, Vermont, were notified and warned to meet at Martin Memorial Hall, at 5259 Route 5 in Ascutney, in the Town of Weathersfield, Vermont, on Tuesday, the third day of May, 2016, at 7:00 o’clock, P.M., to act upon nine articles.

 

Voters attending were William Southard, George Murray, Flo-Ann Dango, Marion Ballam, Nathalie Whitney, Harold Pyke, Betty Brooks, Ed Morris, Roger Newhall, and Dorothy Newhall.

 

George Murray, as Moderator, opened the meeting.

 

 

Article 1:        To elect a Moderator for a term of one year.

 

Betty Brooks nominated George Murray for the position of moderator, and he accepted the nomination. Nathalie Whitney made the motion, which was seconded by Dorothy Newhall, to nominate George Murray as Moderator for a one year term.  There being no other nominations, voters unanimously elected George Murray as Moderator for a one year term.

 

Article 2:        To elect a Member of the Prudential Committee for a term of three years.

 

William Southard made the motion, which was seconded by Harold Pyke, to nominate Everett Bingham as a Member of the Prudential Committee for a three-year term.  There being no other nominations, voters unanimously elected Everett Bingham as a Member of the Prudential Committee for a three-year term.

 

Everett had submitted a written statement before the meeting that he would accept a nomination, if made, to remain on the Prudential Committee.

 

 

Article 3:        To elect a Clerk for the District for a term of one year.

 

Marion Ballam made the motion, which was seconded by Betty Brooks, to nominate Nathalie Whitney as Clerk for the District for a one year term.  There being no other nominations, voters unanimously elected Nathalie Whitney as Clerk for the District for a one year term.

 

 

Article 4:        To elect a Treasurer for the District for a term of one year.

 

Betty Brooks made the motion, which was seconded by Nathalie Whitney, to nominate Marion Ballam as Treasurer for the District for a one year term.  There being no other nominations, voters unanimously elected Marion Ballam as Treasurer for the District for a one year term.

 

Article 5:        Shall the voters of the Ascutney Fire District No. 2 authorize the Prudential Committee to borrow money, if necessary, to pay current expenses in anticipation of fees in accordance with the provisions of Title 24, Section 1786, of the Vermont Statutes Annotated?

 

Betty Brooks asked a question about what borrowing would need to take place. She had some concern about the open statement to borrow money with no monetary value stated. It was explained through open discussion that the Fire District has an open loan with Peoples Bank to cover projects and operating costs as needed. It was also explained that this was a common article that gives the Prudential Committee the right to act in this manner on behalf of the District.

 

Roger Newhall made the motion, which was seconded by Dorothy Newhall, to authorize the Prudential Committee to borrow money, if necessary, to pay current expenses in anticipation of fees in accordance with the provisions of Title 24, Section 1786, of the Vermont Statutes Annotated.  The vote in favor was unanimous; the motion carried.

 

Article 6:        Shall the voters of the Ascutney Fire District No. 2 authorize the Prudential Committee to expend such grant monies, gifts, or bequests which may be received by the Ascutney Fire District No. 2, in accordance with the terms of said grants, gifts, or bequests?

 

Harold Pyke made the motion, which was seconded by Roger Newhall, to authorize the Prudential Committee to expend such grant monies, gifts, or bequests which may be received by the Ascutney Fire District No. 2, in accordance with the terms of said grants, gifts, or bequests.  The vote in favor was unanimous; the motion carried.

 

 

Article 7:        Shall the voters of the Ascutney Fire District No. 2 raise and appropriate money to pay indebtedness and other general expenses of the Fire District for the Fiscal Year beginning July 1, 2015 and ending June 30, 2016, and if so, how much?

 

Harold Pyke led discussion of the proposed budget. Harold explained that the projected revenues based on the current water rate came in $1699.00 below estimated expenses. He explained the expenses and demonstrated that the expenses were needed and within reason. The budget recommends using $1700 in reserves to offset the difference between revenues and expenses to maintain the current water rate. The district’s finances are in good condition.

 

Roger Newhall made the motion, seconded by Harold Pyke to raise and appropriate money to pay indebtedness and other general expenses of the Fire District for the Fiscal Year beginning July 1, 2015 and ending June 30, 2016, as shown on the budget published with the Warning for this Annual Meeting.  That budget shows estimated expenses of $4,949 and estimated income of $73250, with $1700 being allocated from reserves to cover the difference.  The vote in favor was unanimous; the motion carried.

 

Article 8:        Shall the voters of the Ascutney Fire District No. 2 Amend Article V, Section D, Subsections 1 and 2 of the Fire District Bylaws to delete the crossed out words and to add the underlined words as follows:

 

(1)       At the organizational meeting of the Prudential Committee forthwith following the Annual Meeting of the Fire District, the members of the Prudential Committee shall elect from their membership a Chairperson, Vice-Chairperson, and Board Clerk.

 

(2)        At all meetings of the Prudential Committee and of the Fire District, the Chairperson of the Prudential Committee shall preside.  In the absence of the Chairperson, the members present shall designate a Chairperson pro tem the Vice Chairperson shall preside.

 

Roger Newhall made the motion, seconded by Harold Pyke to add a vice chair position to the Prudential Committee as written in Article 8.

The vote in favor was unanimous; the motion carried.

 

Article 9:        Shall the voters of the Ascutney Fire District No. 2 Amend Article VI, Section A, Subsection 1 of the Fire District Bylaws to delete the crossed out words and to add the underlined words as follows:

              1.The Fire District shall elect at Annual Meeting a Clerk and a Treasurer. The Fire District Manager shall be the Collector of Taxes.

               There was discussion on the floor about the word taxes. The concern was that we do not collect taxes, we collect user fees.

 

Betty Brooks made a motion, seconded by Nathalie Whitney to change the word taxes to user fees. The vote in favor was unanimous; the motion carried.

 

Discussion was had before the previous vote about whether or not wording of the article could be changed. It was allowed because it did not change the intent of the article.

 

Betty Brooks made the motion, seconded by Harold Pyke to change the wording in the bylaws to change the collector of taxes from an elected position to appoint the Fire District Manager the Collector of User Fees as amended in Article 9.

The vote in favor was unanimous; the motion carried.

 

Article 10:      To transact any other business deemed proper to be brought before the Ascutney Fire District No. 2 Annual Meeting.

 

Ed Morris discussed a water leak that the Fire District has been working on Tillman Drive in cooperation with Gary Tillman. He explained that the Fire District is in the process of getting an estimate of how much it would cost to extend the water line from Turner Place to the Tillman Property.

 

There was also discussion about the new generators and electronic systems and how they have helped maintain water during power outages, such as the one experienced during the Yankee Motel Fire. Ed Morris also explained that the electronic systems keep Steve Smith and himself advised of any issues with the system so they can be fixed before users even realize something has happened.

 

Roger Newhall made the motion, seconded by Marion Ballam to adjourn.  The vote in favor was unanimous; the motion carried.  The meeting adjourned at 7:41 PM.

 

Prudential Committee

ASCUTNEY Fire District #2

NOTICE OF MEETING

6:00 PM, Monday, March 14, 2016

MARTIN MEMORIAL HALL, ASCUTNEY VERMONT

Agenda for 6:00 PM, Monday, March 14, 2016 meeting of the Prudential Committee of Ascutney Fire District #2. 

  1. Call to Order

    Approval of Minutes of 02/09/16

    Approval of new revolving loan for Peoples Bank of $78,000

    Approve Single Audit

  2. Update on Generator issue for Pump #2

  3. Appoint Ed Morris as Authorized Representative

  4. Review and approve payment items

  5. Any new business that can legally be discussed

  6. Adjournment

ASCUTNEY FIRE DISTRICT #2

PRUDENTIAL cOMMITTEE

Minutes of Monday March 14, 2016 Meeting

 

Minutes for 6:00 PM, Tuesday, March 14, 2016 meeting of Ascutney Fire District #2 Prudential Committee in Martin Memorial Hall.

Present: Prudential Committee Members Harold Pyke, Everett Bingham and William Southard. Also present was Fire District Manager Ed Morris and Treasurer Marion Ballam. Harold Pyke was a few minutes late coming in just after the minutes from last meeting were accepted.

  1. Call to Order. Ed Morris called the meeting to order at 6:06 PM.
  1. Approval of Minutes of February 9, 2016. William Southard made the motion, which was seconded by Everett Bingham, to approve the Minutes of 2/09/16. The vote in favor was 2-0; the motion carried.

  2. Approval of new revolving loan from Peoples Bank Everett Bingham made the motion, which was seconded by William Southard, to approve the acceptance of the revolving loan in the amount of $77,600.00. The vote in favor was 3-0; the motion carried.

  3. Approve AVFD #2 Single Audit William Southard made the motion, which was seconded by Harold Pyke, to approve the completion of a Single Audit as required by the Vermont Department of Environmental Conservation Grant. The vote in favor was 3-0; the motion carried.

  4. Update on generator issue for well pump #2 Ed Morris explained that the engineers and Kinsley determined that adding a delay before switching from generator power back to the power grid would solve the problems. The delay was added, and the generator is set to run weekly unloaded. After talking with John Arrison, running unloaded should not be an issue because of the small power draw when loaded anyway.

  5. Appoint Ed Morris as Authorized Representative with the Vermont Department of Environmental Conservation. William Southard made the motion, which was seconded by Everett Bingham, to approve Ed Morris as Authorized Representative with the Vermont Department of Environmental Conservation. The vote in favor was 3-0; the motion carried.

     

  6. Review and approve payments. Everett Bingham made the motion, which was seconded by William Southard, to approve the warrant with the amendment that payment to Aldrich and Elliot be postponed until charges can be explained. The vote in favor was 3-0; the motion carried.

  1. Any new business that can be legally discussed.

Ed Morris gave information that he had been contacted by the State Attorney General’s office about extending the AVFD#2 line to 3 contaminated wells along Old Bridge Road. He stated this would be looked into more and discussion would happen at future meeting.

Next meeting: The next meeting will be held at 6:00 PM on Monday, March 28, 2016 to review and approve the warning for annual meeting.

  1. Adjournment. Everett Bingham made the motion, which was seconded by William Southard, to adjourn. The motion passed 3-0, meeting adjourned at 6:37 PM.