Minutes – January 12 2016

Minutes of Prudential Committee meeting  1/12/16

2016 proposed budget

Attendees: Brian Stevens, Brian MacDonald, Ann, Kroll-Lerner, Fred Lavenburg, Les Allen

Budget: Brian Stevens explained our current/YE financial position. Our 2015 expenses were about $3,000 over budget. In addition, the first week in Jan. found a $2,000 unexpected expense to replace a chemical pump. From this position and with some expected equipment/material replacements within the next two years, Brian proposed adding 5% to our water rate.The Prudential Committee approved this additional $10 per bill which will begin with the 2nd quarter billing and produce an additional $2,160 over the current rate, by YE ’16. Please refer to attachment #2 to track the trends from 2011 and to assess the 2016 budget proposed for your vote on 1/19/16.

Sludge (waste water) removal expense: There was a brief discussion regarding the anomaly in this (2015) expense.  We believe we can contain this in 2106 and it is reflected in the proposed budget.

Elections: The P.C. plans to make the following nominations at our 2/19/16 annual meeting;

  1. Ann Kroll-Lerner for a second three year term as a P.C. member, rejoining Brian MacDonald and Fred Lavenburg.
  2. Brian Stevens for a one year term as Treasurer.
  3. Les Allen for a one year term as Clerk.
  4. Mac Lippert for a one year term as Bill Collector.

Other nominees will be accepted from the floor.

Management team vacancy concerns. 
  1. Mac Lippert has informed us of his selection for a one year sabbatical from St. Mike’s College beginning in September. Therefore we need a replacement or fill-in Bill Collector by 9/1/16.
  2. Brian MacDonald, for personal reasons,  will need to leave his P.C. position sometime this Spring and the P.C. will need to appoint a replacement to complete the remaining 1+3/4 year term.
  3. Mike Wright has until now, provided us with web  management services. Mike is now working in Florida and Kathy plans to join him there. Anybody with these skill? We need you.

All of the Fire District management team positions are on a voluntary basis. The rewards are limited to the satisfaction of keeping this necessary neighborhood service functioning and to the frequent deafening applause at monthly meetings. Please give consideration to filling one of these, soon to be vacant positions, and advise me or one of the P.C. members of your interest.Respectfully submitted,Les Allen, Clerk, JFD#1

Minutes – December 16 2014

Minutes of Prudential committee Meeting

Jericho Fire District No. 1

December 16, 2014

2014 Ops and 2015 budget proposal

Attendees: Brian Stevens, Ann Kroll Lerner, Fred Lavenberg, Les Allen

Reimbursement request: Based on a claim that the curb stop to his house did not fully close, Dennis Waite paid two additional hours of a plumber’s time to replace the inside shut-off valve. He asked for $160 credit to his water bill. At the time the curb stop turning rod was replaced, the curb stop shut-off was observed to function properly. The PC discussed the various considerations and unknowns and concluded that the F.D would not assume responsibility for the excess plumber charge, therefore, not approve the requested credit.

Customer house: Because this house is un-occupied and the curb stop is in-operable at this time the F.D addressed the risks to the customer’s home . There is an inside shut-off and the customer will provide a key to Fred Lavenberg should there be an emergency need to shut the water off.

Bill Collector bank account request: Mac Lippert is setting up a means for electronic bill payment and a method to do this entails some options regarding bank accounts. The option approved by the P.C. will be a “sweep” account to which bills may electronically be paid. The Bill Collector will not have electronic access to this account but the bank will provide activity reports. The Bill Collector (Mac) will make the transfers from the “Sweep” account to the F.D. treasure’s account in person at the bank. The convenience of electronic access to the “Sweep” account could only be allowed if the Bill Collector also has access to the Treasure’s F.D. account. While less convenient, the P.C. deemed it prudent to maintain this access separation and accountability.

Bounced check: Mac informed the P.C. that after a second billing he received a check that bounced. Because of certain unusual circumstances, the P.C. advised Mac to re-bill a third time before authorizing 2015 budget with rate increase: The proposed budget for 2015 (attached) with an increase in our water rate billing was discussed and approved by the Prudential Committee (see attachment). The annual rate of $660 will increase to an annual rate $792. However, with the rate increase beginning in the 2nd quarter, the annual amount in 2015 will be $765, and step up to $792 in 2016. The principal increase occurs in “repairs” and will result in an EOY cash balance of $15,999. This cash balance includes a necessary accumulated reserve fund and was reduce from $51,866 to $11,826 at YE 2014 due to recent, unplanned needs.

Annual meeting: Our annual Fire District meeting is scheduled for January 20, 2015 at 7:00 PM in the conference room at the Rawson library. The agenda includes the election of officers and approval of the proposed or modified budget.

Respectfully submitted;

Les Allen, clerk, JFD#1