AFD#1 Prudential Committee Meeting Draft Minutes 04.01.26

DRAFT Minutes

MEMBERS PRESENT: Al Franklin, Will Wohnus, Allie Lambert, Patrice Pennington, Paul Beebe

MEMBERS PRESENT VIA ZOOM: Jocelyn Fritts (6:43p)

TOWN STAFF PRESENT: Elly Majonen

Meeting called to order at 6:35 pm by Elly Majonen.

1. Review and approval of minutes.  MOTION: Allie moved to approve the minutes from the 3/11/26 meeting. Paul seconded. All approved. Motion passed.

2. Finances –
a. Warrants. $2315.36 for 3 invoices.
$80.36 to Jocelyn for setting up the website, $110 to TOG for administrative services, $2125 to TOG for financial services.

b. Budget Status Report – Balance in checking is $347,448.54. Reserve Fund Balance is $98,906.16.

c. Balances due for all residences billed $22,087.72.

d. March reconciliation details in package.

e. Motion made to approve warrant & financial reports. Motion passed.

Elly suggested the committee should consider transferring no more than 15% of the operating budget ($15,523) to the maintenance fund. MOTION: Paul moved to transfer $15,523 to the maintenance fund.  Al seconded.  All approved. Motion passed.

Jocelyn entered meeting via Zoom 6:43 pm.

3. Old business 
a. Allie followed up with Dan Tyler who said the Town Attorney and Town Manager are open to an extension but would like to meet in person with committee members.  Allie thought she and Al could meet with them and they will make a formal decision.  MOTION:  Paul moved that Allie and Al meet with the TOB to discuss the extension. Will seconded it. Vote was by roll call.  All were in favor. No objections, no abstentions. Motion passed. If possible, Attorney McGillion will attend.

Elly suggested we ask Attorney McGillion if TOG needs to attend as well.          

b. Al met with Attorney McGillion on March 4 and gave him agreements from 95, 2012, and 2021, map of district and a rate sheet with the explanation we would like a 5 year plan mirroring Brattleboro’s rates. A contract from Commonwealth Dairy from 2024 was also given to him, although it was never signed or agreed to by the Prudential Committee.  An agreement will need to be made with Commonwealth Dairy. The attorney will have a draft ready late spring or early summer. 

c. Municipay  (AutoAgent) – Process of reconciling between Municipay and bank account. Allie’s name can be on the agreement along with Elly.  Elly wrote a resolution giving her permission as TOG treasurer to receive email proof of receipt of payment from AutoAgent and to provide financial services and have access to the new checking account for purposes of reconciliation, recording revenue and expenses and reporting services. MOTION: Paul made a motion that we accept the resolution. Will seconded it. Vote was by roll call.  All were in favor.  No objections, no abstentions. Motion passed.

Al and Will need to set up a bank account at M&T Bank and then Elly can communicate and coordinate with Municipay/AutoAgent to accept online payment as a third party vendor. Elly will provide Al and Will with minutes and a letter for the bank to approve the account.

d. Credit Card could stay in the vault.  The credit card will need a primary holder along with a secondary one. Elly will talk to the bank and get more information.

e. Website. Jocelyn gave Lorena and Erika access to update minutes and agendas. Water has been removed, but an explanation left. Appreciation to Jocelyn for working on the website.

4. New business –

1. VT Secretary of State biennial registration completed by Patrice for a fee of $35.
   
2. VLCT training – Trainings are on website for all to participate in.
   
3. Overdue accounts – Elly believes it is appropriate to put liens on overdue accounts and she will contact the town attorney for the procedure. Paul volunteered to help Elly with any research needed.
   
4. Rate Increase – Al asked how we should communicate rate increases.  Letter from the Committee and added to the website were suggested. Before we address the rate increase we need to complete the contract.

5. Adjourn. Allie moved to adjourn the meeting.  Jocelyn seconded.  The meeting adjourned at 7:52 pm.

Next Meeting – Wed, May 6, 6:30 pm at Guilford Town Office

Meeting Video: https://www.youtube.com/watch?v=VOsmdqnuy9s