Utter Creek CUD approves development of MOU with Rutland Regional, new 2025 meeting schedule and six‑month Front Porch Forum posting

The Utter Creek Communication Union District voted to pursue a memorandum of understanding with Rutland Regional Planning Commission to host the district's physical location, accept mail and perform treasurer duties, and to have Rutland Regional's legal counsel draft the MOU for review.

The action came during the board's chair report and followed Executive Committee discussion. Chair Laura (Chair) said Rutland Regional has been performing some services without charge and that the MOU would formalize those services and reimburse the planning commission going forward. The board moved to ask Rutland Regional to draft the agreement and to present it back to the Executive Committee and the full board in March for approval or for authorization of the chair to sign the finalized MOU.

The district also approved a 2025 meeting schedule that moves the governing board to quarterly meetings in most months; the calendar places the MOU review on the March meeting agenda. Leslie (board member) moved to approve the schedule and Mark (board member) seconded. The board noted that bylaws and financial procedures will need amendment to reflect the new hosting and financial arrangements.

In other motions, the board approved a six‑month subscription to Front Porch Forum to post a monthly outreach blurb about network availability and local representative recruiting. Mark (board member) moved the subscription, which participants said costs about $918 for a six‑month period. The board also approved the Oct. 16, 2024 meeting minutes.

The chair reported that she has solicited proposals for the required single audit; one proposal was received and is within budget. She said she intends to negotiate and approve a contract if it remains within the budgeted amount and that the single audit must be completed by September. No formal board motion was taken to award the audit at this meeting.

The board discussed annual appointment paperwork and asked representatives to submit reappointment forms to their select boards. Members also discussed preparing a short outline of the district's ongoing obligations (reporting, provider oversight and sustainability planning) and agreed that some of that work is best done outside of a public meeting or on an Executive Committee agenda so the full board can review drafted materials in March.

Votes at a glance

- Motion to approve development of an MOU with Rutland Regional Planning Commission for hosting, mail handling and treasurer duties — Moved by Danielle (board member); seconded by Peter (board member); outcome: approved by voice vote (no nays recorded). Notes: Terms and cost to be negotiated and returned to the Executive Committee and full Board in March for approval or authorization to sign.

- Motion to approve the 2025 meeting schedule (quarterly governing board meetings with meetings in March, May, August, November) — Moved by Leslie (board member); seconded by Mark (board member); outcome: approved by voice vote (no nays recorded).

- Motion to purchase a six‑month Front Porch Forum subscription for outreach — Moved by Mark (board member); second: not specified in transcript; outcome: approved by voice vote (no nays recorded). Cost discussed ~ $918 for six months.

- Motion to approve minutes of Oct. 16, 2024 — Moved by Larry (board member); seconded by Leslie (board member); outcome: approved by voice vote.

Context and next steps

Board members asked staff to prepare draft amendments to the bylaws and financial procedures to reflect Rutland Regional's new hosting and bookkeeping responsibilities. The chair said the Executive Committee and the board will review the drafted MOU in March; the board will also review a short itemized list of the district's required reporting and oversight responsibilities ahead of March so new and returning members understand ongoing obligations tied to the VCBB grant and asset ownership.