Jericho Foothills

Category: Minutes

  • Minutes – August 16 2016

    Minutes of Prudential Committee Meeting

    Jericho Fire District no. 1

    August 16, 2016

    Attendees: Brian Stevens, Fred Lavenberg, John Irving, Ann kroll Lerner, Les Allen

    Finances: Brian provided a set of current financial documents; a) Operating Income and Cash Flow, b) Balance Sheet, c) Summary of Income & Expense.

    Brian explained that the income statement does not include the 4th qtr. Payments and that the expenses are tracking to the budget. A discussion regarding cash balance and replacement fund accumulation disclosed a slow growth from $17K YE ’14, to $20K YE ’15 to expected $25K YE ’16, with expectations for some major expenses within the next few years.

    We discussed the three water leaks that occurred this summer and were fixed. Two of these were water system pipe leaks. The first was in the main line near the wellhead and the second was the main line within the filter building. The third was in a service line to a customer. This is the line from the curb stop to the premise. Our Water System Rules and Regulations define that the cost to maintain and repair service lines is the responsibility of the home owner. These Rules & Regulations can be found on our web site (www.jerichofoothills.org) under ”Recent Posts”, then “Updated Rules & Regs”.

    Billing: Several issues arose this quarter related to customers moving out of our service area. In one case, bills were not forwarded to the property owner’s new address, and with the second, the premise was sold and vacated without notification to the Fire District. In both situations we were about to shut off the water and add a service fee to what was owed. Only extra efforts by our Bill Collector prevented this. We urge everyone to remember us. Tell us when you move and who the new owner is.

    Technical: John reported that he and Kirk Patch (S.O.S. operator) successfully removed and replaced the malfunctioning booster pump. This is one of two pumps in our reservoir building that produce the needed water and pressure to our homes. The removed pump will be repaired and shelved for backup service.

    Other: Les reported that the WNRCD (Winooski Natural Resources Conservation District) is seeking participants for their riparian buffer service. They want to prevent stream erosion by planting trees or shrubs (next year) along streams banks. Les invited them to consider our river property. A visit is scheduled for 9/1/16.

    Respectfully submitted;

    Les Allen, Clerk, JFD#1

  • Minutes – April 19 2016

    Minutes of Prudential Committee Meeting

    Jericho Fire District No. 1

    April 19, 2016

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

    Brian presented our current, Operating Income and Cash Flows with 2016 revenues of $22,440 (see attachment). This does not include all of the 2nd quarter assessments. One more deposit of late receipts is outstanding.

    Current cash balance is $28,033 with most operation cost on target. We are under budget for snow removal and we expect, by YE, to be over budget for sludge removal.

    Les, acting as the interim, 2nd qtr. Bill collector, reported that all payments were received but the one from the abandoned house on Arcadia Circle. He also reported that twelve payments were received at varying times past the due date.

    The faulty curb stop at #2 Ridge Rd. was discussed. According to our system operator, the fault was a bent pipe, into which the valve wrench is inserted to actuate the valve. This curb stop pipe, like some others, sticks up above the lawn where it is exposed to accidental bending when hit by lawn mowers or other items. In this incident, the water was shut off at the entrance to Ridge Rd (affecting nine homes) while the leak within the residence was fixed. Our system operator has offered to determine an average cost for repairing such a pipe so as to eliminate the pipe’s risk of future bending and/or correcting existing bent pipes. Our operator will also survey how many, if any other curb stops have similar bent access pipes. When these numbers are known, the PC will consider what action to take.

    The PC approved the summer maintenance plan proposed by our system operator. This includes:

    1. A Spring flushing of the distribution lines.
    2. Cleaning and inspecting cell B of the two reservoir cells.

    Les explained the events of our most recent sludge removal. This is a pump-out by our usual contractor P&P Septic. This time we were careful to pre-pump some of the clean water (resulting from the settling action within the holding tank) in order to ensure a single truck load (4,000 gal.) was not exceeded. However, the bill exceeded our expectations based on several previous billings. Discussions with P&P Septic did not explain the low prior bills but did explain the current billing methodology. We can expect a yearly cost for sludge pump out to be a minimum of $3,240.

    Dan Dube, our new web master, showed us the work that he has accomplished with a revised web site and explained some of the differences. This web site is based in Google where-as the prior site was based in Yahoo. The location, jerichofoothills.org remains the same. The PC approved for Dan to proceed, in particular to install all of the known members (Foothills Residents) e-mail addresses. There will be an option for members to opt out, but starting with all in is easier and more efficient than offering a sign-up procedure. We are excited by what Dan has accomplished and thank him for his service.

    Also, to our delight, two members offered to be bill collectors for our water system. These are; Sue Grab and Robert Nadal. It has been discussed, to split the tasks in a similar way that Debbie Lackey and Dawn Makowenskyi had done. Mac Lippert will assist this transition prior to the 3 rd quarter billing. We thank Sue and Robert for this generous offer to assist our operations.

    Respectfully submitted

    Les Allen, Clerk, JFD#1

  • Minutes – March 15 2016

    Minutes of Prudential Committee Meeting

    Jericho Fire District #1

    March 15, 2016

    Attendees: Fred Lavenberg, Brian MacDonald, Ann Kroll Lerner, John Irving, Les Allen

    Financials: A summary of income and expenses, provided by Brian Stevens, showed an account balance of $17,666. This does not include any receipts from the 2nd qtr. billing. This I & E document showed a $1,000 payment to P & P Septic for the filter backwash sludge disposal that occurred in 2015. This has been discussed before and our expectations are that these disposal cost can be kept to $680 if we properly dewater the holding tank prior to the sludge pump out.

    Assets Management Grant consideration: An opportunity for a State grant to perform an assets management study/survey was discussed. The down sides; our 20% of cost, the commitment to complete the recommendation by 12/30/16, the imposed time and work for us and our judgement of the limited value add, were the collective reasons to decide to pass on this opportunity.

    Sludge pump out alternative options: The current cost for the sludge pump out is still cause to continue to consider alternative means. In particular, pumping out on site, reducing sludge to solid form for accumulation into fewer, less costly disposal trips, will be explored.

    2nd Qtr. Bill collecting: With the absence of Mac Lippert due to a family emergency, Les is filling in for this quarter. Les expressed his appreciation for the spreadsheet support work that he believes was done by Debby and Dave Lackey. It organizes the documentation and simplifies the bill printing.

    Help needed: The Prudential committee discussed the need for Foothills volunteers for a) a permanent bill collector and for b) a web site maintainer. These are both limited time tasks, the bill collection is done quarterly and the web site maintenance; when changes occur, mostly annually. Brian has accessed the web site and believes this task to be not complex. Fred will make a plea to our neighbors for help.

    Respectively submitted;

    Les Allen, clerk, JFD#1

  • Minutes – February 16 2016

    Minutes of Prudential committee Meeting

    Jericho fire district No. 1

    February 16, 2016

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

    Les showed the newly revised Coliform Sampling Rule required by the ANR. This was completed for us by Kirk Patch of SOS. This includes the monthly scheme for taking water samples at alternating customer location.

    Les explained that the Vermont State Health Department requested us to locate our water system on a Health Dept. map, which we did.

    A lawyer for the Byerly estate is paying the water bills from her office account pending a probate court resolution of the executor for the estate. We anticipate a resolution to the delinquent Strait bills in either April or May.

    Mac Lippert informed us that he will be absent as our Bill Collector due to a family emergency. Les agreed to pick up these duties for the upcoming 2nd quarter billing. Ann offered to help. This bill will contain the 5% increase approved at the Annual meeting of the Fire district. We still need a replacement bill collector for the 3rd and 4th quarters and beyond.

    After some discussion regarding our web site, and our web manager Mike Wright’s relocation out of state, Brian offered to look into understanding how to access and make updates to our web site.

    Fred will do a renewed appeal for a) a bill collector b) web manager.

    Respectfully submitted;

    Les Allen, Clerk, JFD#1

  • Minutes – January 19 2016

    Minutes of Annual Meeting

    Jericho Fire District No. 1

    January 19, 2016

    Prudential Committee Chairman Fred Lavenberg opened the meeting at 7:05 PM. at the Rawson Library conference room.

    Article I: there was no audit report.

    Article II: Brian Stevens presented the Treasurer’s report. The balance sheet and the 2015 income and cash flow summary and the 2106 proposed budget (see attachments) were presented. After an explanation and discussion the Treasurers’ Report was accepted.

    Article III: The proposed budget was approved as presented. This a quarterly water fee to be increased to $210, beginning with the 2nd quarter, 2016.

    Article IV: Requests authorization for the Prudential Committee to borrow money for temporary needs of the District. This was approved.

    Article V: Ann Knoll-Lerner was nominated and elected to a three year term as Prudential Committee member. This is her second term and she re-joins Fred Lavenberg and Brian MacDonald.

    Article VI: Brian Stevens was nominated and elected to a one year term as Treasurer.

    Article VII: Les Allen was nominated to a one year term as Clerk.

    Article VIII: Mac Lippert was nominated and elected to a one year term as bill collector.

    Article VIII. No other business was conducted.

    The meeting was adjourned at 7:30 PM.

    Respectfully submitted,

    Les Allen Clerk,

    Jericho Fire district No. 1

  • 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 – October 6 2015

    Minutes of Prudential Committee Meeting

    Jericho fire District No. 1

    October 6, 2015

    Attendees: Brian MacDonald, Les Allen, Fred Lavenberg, Brian Stevens

    Treasurers report: Brian Stevens provided the following documents; “Operating Income and Cash Flow Projections” (attached), a “Balance Sheet”, and a detailed “Summary of Income and Expenses”, and talked through a few of the essentials. The subtotal of expenses (“Projected 2015”), show that we will be close to the YE budget expectations. We discussed how some of the current operations expense may effect this outcome. This report was approved.

    Brian also reported that from his attendance at a water systems finance seminar, he found two ideas for us to consider. One, the incrementing of rate increases to replace delayed and abrupt changes, and a budget display of the capital replacement funding.

    Operations: Les reported that there is a problem with a failed water meter in the main line that disrupts the system control of the well pump. We are currently operating the system with manual over rides and our system operator will purchase and replace the failed meter, within a few days.

    The system distribution lines will be “blown out” to clean out collected sediment, sometime within the next few weeks. This will disrupt service (selectively) between 9:00 AM and noon. We will give our customers a day or two advance notice once this task is scheduled.

    It was decided to postpone cleaning the reservoir until next Spring.

    Sludge Disposal: Since the Vt. ANR drinking water Div. has allowed us to rescind our U.I.C. (Underground Injection Control) permit we have considered if and how we could reduce the filter backwash sludge removal cost. We currently spend approx. $2300 per year for liquid sludge pump-out and removal. If the ANR DW Div. is not concerned with the manganese oxide and iron oxide disposal, could we dump it on our property?  The minerals back to the earth from whence it came.

    At our Aug. 10, 2015 meeting we authorized a lab test of the sludge that the Vt. ANR Waste Management Div. requested. This we hoped would lead to a decision to allow us to self-dispose of the sludge. The answer was “no” because this concentration of minerals also contained arsenic. What is not a problem as a trace element in our drinking water, in this concentration is within the limits of a “Controlled substance” that requires waste disposal in a lined land fill.

    We agreed to continue to have the sludge pumped out until we determine there is a more cost favorable alternative.

    We agreed to continue to determine the costs associated with drying the sludge (to reduce the volume), repackaging it for handling, and allow Casella Waste to truck it to their land fill. This would be considerable less frequent than the pump-out needs.

    Respectfully submitted,

    Les Allen, Clerk, Jericho fire District No. 1

  • Minutes – April 21 2015

    Minutes of the Meeting of the Prudential Committee

    Jericho Fire District No 1

    April 21, 2015

    Attendees: Brian MacDonald, Ann knoll Lerner, Les Allen

    CCR: Les reported that the CCR (Consumer Confidence Report) was distributed electronically to 67 of the 72 water system customers. The remaining customers will be served via US mail. This report of our water quality in 2014 has a mandate by State law to attempt delivery to all customers. This report will also be added to our web site.

    Op Permit: Les reported that he received notice that our State Operating permit is due to expire and he will file the required renewal application.

    Generator Maintenance contract: A maintenance contract offer from Reliant Electrical Works was reviewed, discussed and approved by the PC. This included a list of yearly preventive maintenance items for a cost of $250. This generator is what will keep the reservoir and the pressure pumps operating during a power outage.

    Customer shut offs: After consideration of the pros and cons of operational testing all 72 customer shut-offs it was decided to not do this work. We currently will operate on a fix when needed bases.

    Back-wash holding tank pump-out: With the withdrawal of our U.I.C. (Underground Injection Control) permit, the PC discussed this now uncontrolled part of our operation and alternatives for manganese sludge disposal. With the cost of $780 per pump out, expected 3 to 4 times per year, it appears worth considering. After a discussion, It was concluded that more research is needed before making a decision.

    “FoothillsAll” email distribution: Recent use concerns were discussed. The Yahoo facility for simple e-mail to all (in the Foothills), is a free facility but with the restriction of no document attachments. Les explained that he created a separate Water System Clerk’s distribution that will allow the attachment of documents like the CCR recently sent. Otherwise, he would be required to send 72 US Mail letters.

    Other types of water system documents, like these meeting minutes, can also be sent directly, without a copy and paste. It was not intended, and shouldn’t be used by piggy backing, as an alternatives to the FoothillsAll distribution. That distribution is intended for all other options useful to the Foothills neighborhood. There are currently 56 on the FoothillsAll distribution of the likely 67 possible. We hope that those missing will be able to sign-in successfully. It should be noted that a distribution to “all” goes to “all” and some discretion should be used before adding to everyone’s In box.

    Respectfully submitted;

    Les Allen, Clerk, JFD#1

  • Minutes – February 17 2015

    Minutes of Prudential Committee Meeting

    Jericho Fire District No. 1

    February 17, 2015

    Attendees: Brian McDonald, Fred Lavenberg, Les Allen

    Financials: Financials were not reported nor discussed.

    Bill Collecting: After researching the requirements, mostly related to the bank deposits, Mac has informed the PC that he will continue billing by mail. The Second quarter 2015 will be mailed this month. One of our water system customer is in arrears two quarters after paying with checks that have bounced. The house is currently unoccupied and the water has been shut off. The whereabouts of the owner is not known. Mac has performed all proper notifications (stipulated by law). Because the post office is forwarding mail, it was decided by the PC that a certified letter from the Clerk, representing the PC, would be sent in an attempt to determine the situation. A property lien is being explored.

    Back wash holding tank: The tank was pumped out on 2/6/15 when the sludge depth indicated the need. Because this seems too frequent, Les and our system operator Kirk Patch were observers. The tank is 17’ long with the access at one end. While the sludge that is pumped out is a soft flowing material, we concluded that there may be an accumulation (25 yrs. ?) of solids at the other end that is reducing the containment volume. We decided, and the PC supports an effort to gain access at the other end of the tank for clean out purposes. The second sealed concrete access will be replaced with a “Tuft-Tite” lid. This will allow us to determine if there is a problem and a way to remedy it. This work will be done during warm weather. It is hoped that this will reduce the frequency of pump outs.

    Vt. public meeting laws: As a Fire District, we are a municipality under Vt. State law and subject to meeting notice and meeting minute’s regulations. The Vt. State legislature made changes to these laws last session and are considering changes again. We are able to maintain awareness of these activities through weekly legislative publication from the Vt. League of Cities and Towns.

    Respectfully submitted,

    Les Allen, Clerk, JFD#1

  • Minutes – January 20 2015

    Minutes of Annual Meeting

    Jericho Fire District No. 1

    January 20, 2015

    2015 budget

    2014 balance sheet

    Prudential Committee Chairman Fred Lavenberg opened the meeting at 7:15 PM to a packed crowd at the Rawson Library conference room.

    Article I: Fred asked for nominees for the position of annual meeting moderator. Les Allen was nominated, humbly accepted the nomination and was elected for one year.

    Article II: Brian Stevens presented the Treasurer’s report. The balance sheet and the 2014 income and cash flow summary and the 2105 proposed budget (see attachments) were presented. After an explanation and discussion the Treasurers’ Report was accepted.

    Article III: The proposed budget was approved as presented. This requires the quarterly water fee to be increased to $200, beginning with the 2nd quarter, 2015.

    Article IV: Requests authorization for the Prudential Committee to borrow money for temporary needs of the District. This was approved.

    Article V: Brian MacDonald was nominated and elected to a three year term as Prudential Committee

    Article VI: Brian Stevens was nominated and elected to a one year term as Treasurer.

    Article VII: Les Allen was nominated to a one year term as Clerk.

    Article VIII: Mac Lippert was nominated and elected to a one year term as bill collector.

    Article VIII: Other business. In appreciation for their dedication and service, a motion was made and passed to give the Prudential Committee members and officers a 100% pay increase. The meeting was adjourned at 7:50 PM to tumultuous applause as the crowd dispersed.

    Respectfully submitted

    Les Allen Clerk, JFD#1