Chelsea Selectboard Meeting Minutes (draft)
Tuesday, February 21, 2023
Selectboard present: Kevin Marshia, Chair, Kelly Lyford, Vice Chair, Leyna Hoyt, William
Lyon.
Town Employees present: Karen Lathrop, Town Clerk, Michael Whipple, Emergency
Wastewater Liaison, Rick Ackerman, Highway Dept Head.
Others present: Chris Belcher, Videographer, Nate Billings, Cloverpatch Water Services.
- Call meeting to order – Kevin called the meeting to order at 6:31 PM.
- Conflict of interest disclosure – No conflicts disclosed.
- Additions to the agenda – Kevin noted the Treasurer had included a request to use the
Common. - Public Comments – No comments reported.
With Board support, Kevin moved Agenda items 9 and 8 up due to weather constraints. - Wastewater Plant Update
a. Clarifier repairs – Mike Whipple reported the clarifier went back online on February
15, 2023. The part was sourced by Tony Bullard online for substantial savings to the
Town. Mike stated he would like to have the old gearbox rebuilt as a replacement
part for future needs. The bronze gear could be sourced for over $2,000.00 from
Windswift, but Tony was searching for better pricing or different manufacturer.
Mike noted the gear ratio had changed, it is now faster but if there are issues with
“wasting” in can be slowed down. He reported Tony had to do some work on the
gear shaft but still significantly less money overall. He will keep the Board updated.
Mike reported he ordered chemicals for an upcoming He has been in contact with
Nolan as to what chemicals the plant required. He has been sourcing pricing for
chlorination pumps as it was noted it was on the list of items needing replacement.
No prices yet. Board would address computer needs later in the meeting. Mike
reported they had been monitoring the ice on the water tank. They were lowering the
level last week but now it has melted, everything seemed fine, so the water level
would be going back up. The Board thanked Mike, Nate and Rick for their continued
hard work the last 4 months to keep the plant running.
b. Operation proposal – Kevin reported the Board had received a contract proposal for
the Water/Wastewater plant. He asked Nate to introduce himself. Nate gave a
synopsis of his work history. He was primarily Water Systems but willing to work
Wastewater and has signed up for all the State requirements as far as classes and
certifications go. He stated both Mike and he were looking at the numbers for doing
contract ops as a business. Kevin stated Mike had reached out to see if the Town was
interested in something like that. The Board looked at the proposal and went through
it with Nate. The Board asked questions about whether our permit with the State
would allow it. It was noted they both have Water Licenses and Mike has a
Wastewater license. Kelly to look at our State permit. It was noted they might need
to call on Rick for a few things. Kelly asked for some clarification of who would be
at the plant on a daily basis. Rick or someone during the week, but not on the
weekend. There was discussion of the confined space issue which would hopefully
be resolved with a future upgrade. Nathan spoke to making an asset management
plan. There was discussion about the competitive bid process. Board thanked them
for the proposal and the discussion and noted they would have to do some permit
review before committing to anything. Contract would be for one year.
c. Position Update – Kevin noted he made some headway but not ready yet. - Highway
a. VT 110 Paving project update – Email from Karen to Kevin on VTRANS project
involving paving within our infrastructure area. Kevin noted there was an upcoming
state paving project ( 2024) and he needed to contact Otter Creek Engineering for a
digital copy of our infrastructure plan. He stated that made him think of what the
Town needs were and if Rick knew of any necessary. There was a discussion of
some areas that could be improved. Rick interested in be a part of a walk thru with
someone from the State to see if Town needs could be accommodated within the
scope of their project. Board was in favor of Kevin coordinating the process.
b. Position Update – Leyna passed out a draft for the highway position which the Board
reviewed. There was discussion on including a medical card for new hires going
forward. There was also discussion with Rick on whether there should be a limit to
how far out a person should live if they are on the Road Crew. Leyna to add items
into position description and email new draft to Board and Rick for further
discussion
c. General Updates- The Board asked Rick for any updates. Rick stated the need to
discuss mowing for the year. Rick noted being down a full time person, he would not
have time to mow. Upon Kevin’s request for historical information on mowing Rick
explained how it had been done in the past. Rick listed all the places the Town
mowed. 12-13 hours to do all the mowing. Bill felt the mowing cannot be put off.
Rick stated he could mow a few times until the Board gets something in place. Karen
noted an RFP was made, Jeremy Farnham had given the Town some numbers. Rick
would like the Board to sub out the Rec Field as it takes 4 hours to mow. There was
discussion about who maintained the commons as far as limb pick up. That falls in to
Rick as well. There was also a discussion on stockpiling gravel, usage amount. Rick
stated used 5000 yds last year, but it was a bad year. There was discussion on where
best to locate one. The Board had a discussion about equipment replacement. Rick
reported they used to have a 10 year replacement plan and most warranty plans are 7
years. He noted it is two years to get a truck delivered from time of order. Loaders
not such a long timeline since the Loader is 22 years old. Rick to send the Board a
list of current equipment and equipment replacement plan. There was Board
discussion on future asset management plan for roads. Board would like to have him
at the March 21st meeting if possible.
Paving East Randolph- $175,000.00 from State and money from budget would add
up to $425,000. Grant must be used by fall. Rick to meet with Caleb O’Connor,
from Pike tomorrow around $82-83/Ton. Kevin, has it historically been bid? Rick ,
no we used to just pick one as could not get people to bid. Used to use Blacktop and
now use Pike as is usually cheaper.
There was a brief discussion on whether to go for a Bridge grant. Rick does not feel
the bridges have anything to be done on them. He reported someone hit part of the
Moxley bridge, couple of braces cracked and broke a 2 x 4 that holds boards on.
Nothing structural broken. The Board thanked Rick for coming in. - Approve Minutes:
a. January 31, 2023 – Kelly Lyford moved to accept the January 31, 2023 minutes
with Leyna Hoyt seconding the motion. No discussion, motion passed.
b. February 7, 2023-Leyna Hoyt moved to February 7, 2023 minutes with edits.
Kelly Lyford seconded the motion. No discussion, motion passed. - Administrative Assistant position update –Kelly Lyford reported the AA hired. Her first day to
to be March 2, 2023, the informational meeting and first full office day, March 6. - Grants
a. Sidewalk Project Update – Kevin reported the RFP close to going out to bid. He has
worked with Kasey Peterson on it. A letter will be sent to property owners so they
know what is coming. All permits from VTRANS have been obtained. Kasey to look
into the link issue to the website.
b. Clean Water State Revolving Fund – Wastewater plant possibility – Kevin reported
that Kasey sat in on a webinar. There is a short application to put together for items
to be considered. You are then put on a list and then you can make arequest. It has to
be in by March 1, 2023. Kevin to call Ottercreek and get the report and put some
items from it on the list. Items from the Wastewater plant, like the Chloride room.
The Town would not encumbered by putting this application in to the State. Later the
Town could provide estimates. Kevin would like to work on it. Board approves
Kevin to work with Kasey on the grant.
c. Pump Station Grant – status, next steps – will wait for Kasey and ask her to take on
this grant.
d. VTrans grants – possible bridge grant application- Kevin will follow up on the grant
and see if there are any items that we need to have on the bridges that are
preventative measures and should be pursued. SAM update- Kelly stated it is a
clunky site. There are people attached to the account that have left the Town’s
employ and Kelly stated Kevin needed to be attached to the Sam Account so that is
why Kevin rying to update it so another person has to be on it, and she sent Kevin an
email. - Informational Meeting and Town Meeting preparation
a. Draft budget presentation – Board asked if the posting for the informational meeting
was done. Karen stated informational meeting warning was posted in Town, on
website and out on several sites. Only necessary to put in paper if you have public
questions or budget items. Kevin passed out a draft of potential talking points for the
budget that he will go over with Gayle. He noted he might make some slides for the
the meeting.
The Board asked if they needed to do anything for Town Meeting. Karen mentioned
she had asked Bill Smith for a loan of their sound system but had not had a chance to
look at the stage sets that were still on the stage. Board offered their help in moving
items. Discussion about appointing a Moderator. Clerk to post Special Meeting
warning for March 23, 2023 at 6:15 PM for the Board.
11.Division of Fire Safety Report – Kelly Lyford reported it was not in yet but had reached out
by email. - Computer purchase update – Gayle worked with Derrick from Caulkins to get better
pricing and they recommend a HP Pro-book ($850). One for Wastewater and one for AA.
Board is good with Gayle going forward with the purchase. - Use of the commons – Kevin read the email from Phyllis for use of the common as they
have in the past on July 6-8
th. All forms complete. Kelly Lyford moved to allow the
Chelsea Flea Market Committee to use the commons as needed July 6-8
th. Leyna Hoyt
seconded the motion. No discussion, motion passed. - Policy Considerations
a. Purchasing policy- Board discussed the purchase policy changes with the Clerk. In
looking over the policy they noted other areas that needed adjustment to language
such as a section on Competitive Bidding and striking a line in the minor purchases.
Kevin defined what a minor purchase, major purchase and competitive bidding would
be. Kelly feels $2,000 is to high not to get bids. Need more than one bidder. Clerk
suggested revisions to Kevin. Probably should hold off until after Town Meeting
when they would have a full board.
b. Class IV Roads policy- passed over until after March 21st Meeting.
c. Others – None
15.Approve Orders – Kelly Lyford moved to approve orders. Bill Lyon seconded the motion.
No discussion. Motion passed. - Executive Session- Personnel Leyna Hoyt moved to enter into executive session for
personnel at 8:45 pm. Kelly Lyford seconded the motion. No discussion. Motion passed.
Kelly Lyford moved to exit executive session at 9:29 pm. Bill Lyon seconded the motion.
No discussion. Motion passed.
Action- Wastewater Plant operation and need more follow up going forward. Discussed
medical card as a qualification of the highway department position.
Bill noted there are more complaints on the log pile which is growing. He feels there should
have been more clarification. The log pile was supposed to be gone in 30 days, not the
project needed to finish in 13 days. Bill has a contact and is instructed to contact them to let
them know the logs need to be removed.
Bill will contact Mr. Hastings about the tractor trailer and let him know he must come to a
Board meeting to request use of the old sand pile area to park.
17.Adjourn- Leyna Hoyt moved to adjourn at 0:34 pm. Bill seconded the motion. No
discussion. Motion passed.