Town Plan Hearing

November 7, 2023 Selectboard Draft Town Plan Hearing Minutes (draft)

Present: Kevin Marshia, Kelly Lyford, Leyna Hoyt, Jesse Kay, Bill Lyon

Others Present: Karen Lathrop, Gayle Durkee, Gregg Herrin, Carrie Caouette-Delallo ,Susan Elder, Snook Downing, Anne Carroll, Wyatt Kay, Gayle Durkee, Mark Vermette Neil Kennedy, Rick Ackerman, Jessie Schmidt, Jessie Schmidt,Cheryl MacNeil, Kendra Densmore, Justin Densmore, Eve Desjardin, Kristianne Gale, Max Quayle, Deborah Quayle, Marty Gratz(online), Robert Harnish (online).

Hearing began at 6:01. Kevin read the hearing notice.

The goal is to take comments from the public on the Town Plan. Susan Elder questioned if the changes were highlighted. Kevin stated they were in the draft Town Plan for the Planning Commission hearing but not this version. He went through the timeline of the Planning Commission Hearing (September 7, 2023) to November 7, 2023. Greg Herrin from the Planning Commission confirmed the timeline.

Susan asked if there were changes to Forests and Parks. Greg reported no changes to that section. Greg Herrin stated there were factual changes in Demographics and substantial changes to the School section. Kevin reported there were some changes made to bring the plan into statutory compliance. Greg noted Town Plans were good for 8 years, but the Planning Commission could start the process over at anytime to make changes. Kevin reported the Board found out in the spring that the plan had to be in place by November 16th.  Kevin thanked the Planning Commission Board members for their service as the Town Plan was under a time constraint for completion and as such they did not make any major overhaul of it.  Members of the Community stepped up and made that happen. There was discussion on Chelsea Design Control and Chelsea Historic District which was not in the Town Plan. Greg reported challenges with writing parts of the Flood Plains but they found out there would be some remapping coming but no dates set for it. Kevin noted under land use there were a few areas in Town that were commercial and mixed use and Greg affirmed there were no changes to that. Anne asked if the Town would be looking at zoning changes.  Kevin noted the Town & Planning Commssion signed a grant with TRORC to start the process of bylaw review.  The Board stated that guiding principle was to keep our Town Plan current so there would not be any impacts to the Town from Act 250 perspective. Kevin read the adoption of the Town Plan & Maps and a resolution for Energy.  There was a brief discussion on the Energy Resolution. It was there to give the Town more leverage with solar projects. It was noted the adoption would need to be done at the Selectboard Meeting.

No further comments. Hearing closed at 6:18 PM

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October 30 , 2023 Special Meeting Minutes draft

Present: Kevin Marshia, Chair, Kelly Lyford, Vice Chair, Leyna Hoyt, Jesse Kay, Bill Lyon, Rick Ackerman, Karen Lathrop

Others Present: Phyllis Civitello

  1. Call meeting to order: Kevin Marshia called meeting to order at 6:30 PM
  2. Additions:  Kevin requested a conversation on the Transfer Station meeting.
  3. Public comments: None
  4. Conflict of Interest Disclosure: Jesse Kay recused herself from the bid process.
  5. Open bids for Edwards Road Sites 4 & 5

Blue Mountain Trucking and Excavating            23,750.00 (site 5 only)

Galfetti Grading Inc,                                         23,844.00 (site 4 & 5)

Northwoods Excavating Inc.                              48,962.00 (site 4 & 5)

Markowski Excavating Inc.                              54,247.29 (site 4 & 5)

JL Smith                                                           42,125.00 (site 4 & 5)

Waters Excavation Inc.                                     46,620.00 (site 4 & 5)

Brief discussion with Road Supervisor about bids.

Leyna Hoyt moved to accept the bid proposal of $23,844.00 from Galfetti Grading Inc. Bill Lyon seconded the motion.

The Board to have Kasey check with the company to ensure work would be done by November 30, 2023. Phyllis Civitello questioned whether all the sites would be fixed and the road plowable for winter. Leyna reported the site by Mrs. Civitello house would have a temporary fix (site 3) this year to make it usable this year. Rick stated he was waiting for stone to be available to work on it. He thought he would be able to get to it in the next couple of weeks. The Board assured Mrs. Civitello the road would be passable this winter.

 All were in favor, Motion passed.

Addition:  Board held a brief discussion about a power point presentation for the November 7, meeting. Jesse to present. Discussion on keeping personnel safe while working, the transfer station deficit and feedback so far. No action taken.

Leyna Hoyt moved to adjourn at 7:25 PM. Bill Lyon seconded the motion. No discussion.  All were in favor, Motion passed. 


Invitation to Bid – Edwards Road Sites 4 and 5

The Town of Chelsea invites the submission of project bids to repair storm damage to two sites on Town Highway #8 Edwards Road

Project Scope:
The contractor will be responsible for two sites: Sites known as 4 and 5. These sites will be marked on Monday, 23 October 23. Highway Foreman Rick Ackerman will be able to answer questions on the location of these sites. He can be contacted at: and 802.685.4302

Site 4: Repair approximately 50-foot length of slope, 10 feet wide with approx. 370 CY of Stone Fill, Type IV

Site 5: Repair approximately 40-foot length of slope, 10 feet wide with approx. 296 CY of Stone Fill, Type IV

Please Note: The contractor is responsible for any potential debris removal and disposal, and the purchasing and hauling of materials for these projects.

The project completion date is 30 November 2023, unless any unforeseen problem warrants a time extension.

This project is subject to the “Low Risk Site Handbook for Erosion Prevention and Sediment Control”, and the Manual on Uniform Traffic Control Devices. The contractor is responsible for understanding and complying with all of these permits and documents.

The municipality must ensure all participating contractors have the prerequisite experience, therefore contractors wishing to bid must submit at least one construction reference from a successful project similar in scale to this one for review. This reference must be included with the project bid packet.

Bids will be received at the Chelsea Town Office or by email ( until noon on Friday, 27 October 2023. The town plans to issue a Notice of Award and Notice to proceed as soon as possible, once the bids have been properly evaluated during a Special Selectboard Meeting that will be held within 5 days of the bid deadline.  

The Town of Chelsea Selectboard reserves the right to reject any or all bids and to accept any bid deemed to be in the best interests of the Town of Chelsea. Incomplete bid packages will not be considered. Please be sure to use the form provided on the Town of Chelsea website.

Further information, including fact sheets and technical drawings can be found on the Town of Chelsea website. If you have any further questions regarding this project, please email Kasey Peterson at Questions will be received until 12 Noon on Tuesday 24 October 2023 so that needed clarifications can be transmitted to all bidders in a timely manner prior to the bid deadline.

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Selectboard Meeting Agenda 17 October 2023

Selectboard Meeting Agenda Tuesday, 17 October 2023
 6:30 PM
Chelsea Town Hall

  1. Call meeting to order
  2. Additions to the Agenda
  3. Conflict of Interest Disclosure
  4. Public Comments
  5. Robert Hamish – Declaration of Inclusion
  6. Culvert Permit – Tim Carter
  7. Curb Cut – Deborah Baker
  8. TRORC – Harry Falconer – By-Law Modernization Grant
  9. Town Plan – Preparation for Upcoming Hearing
  10.  Transfer Station
  11.  EMS Coordination Study
  12. RFP for Digitization of Town Records
  13.  Approve Minutes 10 October 2023
  14.  Approve Orders from 10 October Meeting
  15.  Approve Orders for 17 October if applicable
  16.  Executive Session if necessary
  17.  Adjourn

Links to join the Selectboard Meeting

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Selectboard Meeting Agenda October 10, 2023

Selectboard Meeting Agenda Tuesday, 10 October 2023
6:30 PM
Chelsea Town Hall

  1. Call meeting to order
  2. Conflict of interest disclosure
  3. Additions to the agenda
  4. Public Comments
  5. Benjamin Willing – Home Health Concern
  6. Treasurer
    a. Warrants
    b. Sinking Funds
  7. Town Clerk
    a. Digitization of Town Records
    b. Town Hall Repair list
  8. Approve Minutes 19 September 2023
  9. Highway
    a. Edwards Roads
    b. Municipal Roads General Permit
    c. Brook Road Sites 1 and 2
    d. Ben Canonica Contract
  10. Town Plan Hearing
  11. Avery Contract for FD Paving
  12. Transfer Station
  13. Substance Use Preventive Education – Website links
  14. Parks Commission – clarification
  15. October Meeting Dates
  16. Adjourn
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September 19, 2023 Selectboard Meeting Minutes

Chelsea Selectboard Meeting Minutes (draft)

September 19, 2023

Present- Kevin Marshia, Kelly Lyford, Leyna Hoyt, William Lyon, Jesse Kay,

              Karen Lathrop, Clerk, Rick Ackerman, Highway Supervisor, Michael    Whipple, Water & Wastewater Supervisor

Others present- Marianne McCann, Gregg Herrin, Harry Falconer, TRORC,      Kevin Geiger, TRORC, Sydney Steinle, TRORC

  1. Call meeting to order: Kevin called the meeting to order at 6:30 PM

  2. Conflict of interest disclosure: None
  3. Additions to the agenda:
  4. Contracts to be signed for Flood Contracts
  5. Public Comments: Marianne McCann stated she sent her resume by email and was interested in the AA position. She also noted that in two meeting minutes an award for work on the Sewer Pump Station had been incorrectly referenced. The Board thanked her for the feedback and stated they made edits to ensure the right name was going to be aligned with the award in the future.
  6. Town Treasurer – Cargill contract: A quote letter was received for salt from Cargill. Karen noted the price was .50 cents per ton higher than last year’s quote. Rick said they have contracted with this company, and they are reliable.  quote letter.

Jesse Kay, moved to approve the contract amount of 86.50/ton with a total of 275 tons. Leyna Hoyt seconded the motion. There was no further discussion. All were in favor. Motion passed.

  • Mike Whipple – Water & Wastewater Plant
    a. Update- Mike reported the company, Chamberlin Associates, were still on board with repairing the Scada System. The system at the Brookhaven Pump house was struck by lightning and was never repaired. The system allows the pump stations to measure the level in the water tank. The State performed a Sanitary Survey of the water system and said the system needs to go back online. The budgeted cost was $5,900 but Mike stated they would not know the true cost until the company started the repairs.

           Leyna Hoyt moved to approve the estimated cost of $5,900 for repair of the Scada system. Kelly Lyford seconded the motion. There was no further discussion. All were in favor. Motion passed.

Mike reported the Town wastewater system was working on an extended permit due to Covid, but the State was working on getting them updated. There are tests that are going to be required and the Town will have to buy an automated sampler system as some of the tests would run for 20 hours. The Board would need to budget for that, and Mike will research costs on them and report back to the Board. The Board inquired about grants that may be available for that or if the State will provide funding as they would be requiring some automation. Mike was unsure of whether that would happen.

The Board noted the budget was overspent due to the emergency nature of filling Nolan’s place and many repairs were required to the already outdated system so there would have to be some use of the sinking fund to cover those repairs. There was some discussion on whether there would be FEMA money available for any damage to pump house 4 door as it is in bad shape. Mike to liaison with Kasey on it. Mike noted Dimmicks company is up and running and we might investigate their costs for sludge management. The company the Town currently uses doubled their costs.

b. Department of Environmental Conservation Service Line Assistance – The Clean Water Revolving fund. Kevin reported the Town sent an application last spring.  He also noted there might be a meeting Friday to get the engineering with Otter Creek started. ANR inspected the facility in June. There were some corrective actions. Mike stated many are done and he was waiting for Dave Martineau for the electrical work. Mike and Kevin to draft a letter to the State on those corrective actions and it would get sent to each Board member to keep them in the loop.

7.  Two Rivers – Ottauquechee
a. Congressional grant for wastewater- TRORC had a discussion on where the Town was in the process of the Congressional Delegation Spending award, the EPA community grant, and the Clean Water State Revolving Fund. The Town had not signed the CDS and has not applied for the EPA community grant so far but applied to the Clean Water State Revolving Fund. Both Kevin Marshia and TRORC had spoken to Tom Brown. Kevin has a meeting on Friday with Mr. Brown. Kevin spoke with Rebecca Ellis last February. TRORC to reach out to Ellis on behalf of the Town. Kelly stated the Town had no docs signed yet. The Board requested help from TRORC. Kevin gave a history of what has happened so far with the Congressional Award to get a grant. He said the Congressional Award was just for the Pump Station. TRORC recognized the many moving parts of the process. Marianne McCann stated the whole file is in the AA office. Ms. McCann asked if the Town had hired TRORC. TRORC responded they had a state funded grant to help Towns. The MTAP program, Sydney Steinle runs the program and TRORC will reach out to the State to inform them of the request and get the required permissions.

b. Funding to update town by-laws – Kevin Geiger stated it is a possible project. State planning Grants are available, applications due by Nov 1, 2023. His suggestion was to go for a bylaw modernization grant as the program had more money and had 10% match for the Town which would be waived if the bylaws were adopted. This grant would incorporate the changes the legislature has made and to improve housing. The modernization program is to make the process easier, the standards easier for housing. Kevin G stated they just needed a nod from the Board to provide a scope of work. Also, the Planning Commission would also need to give an okay too. The process does have many meetings with the community for their input. Grants for by laws usually run from $12,000- to $15,000 for it. It would also interface with the Town Plan.

The board approved TRORC to go ahead with preparing the scope of work for Town By Laws.

c. Town plan questions – Sydney Steinle reported Town plan transmitted to the Selectboard along with a timeline. She asked the Board to have comments on  the plan to her by October 4. She would incorporate individual edits and send the Board a draft.  She went through the timeline for adoption. She explained the editing process to the Board. They must have their Selectboard Hearing on November 7 followed by Selectboard Meeting where plan would be adopted. The board decided to move the October 3 meeting until the 10th so all members could be present. Small discussion on Flood Bylaws. Some discussion about making any changes to the Town Plan if so needed. Kevin G. stated the Town Plan would be good for eight years, but the Planning Commission may start the process over to make edits at any time they so choose.

  • Highway Dept – Road damage update- Rick reported Upper Village Road almost complete. John Smith said there were two trees that should come down and some erosion stone needed to be placed in some gullies. The cost of which would be $3,000.00 over the bid amount. Rick’s recommendation was to do that to finish the work. The board had questions on bank stabilization. Rick reported Mr. Smith was going to put some seed down but just how much is unknown.

 South Washington Road work started today.

 Sidewalk work at the firehouse complete.

Work on Jenkins Brook is underway by AJ. Though he has to go back to finish a spot-on Maple Ave that he did not know was in the bid. Might be completed by Monday.

There was some discussion on whether mowing would get done due to time constraints. The board thought John might be able to coordinate that while Rick is gone. Rick reported work on O’Donnell and Blackhawk is done. Excavator not coming till October 4, the crew will start on the Pent Road first.

Rick stated a little more sand is needed and that his truck is back from being repaired. The crew can finish hauling sand while Rick is gone. Still needs to finish side filling East Randolph Road.  Rick asked about Edwards Road. Kevin said he asked if he could get a Geotech from a resource through the state to give us an idea of what needs to be done. Rick asked about temp fixes being okay with FEMA. Kevin will have to double check on temp fixes with FEMA.

  1.  Parks and Forest Commission- The discussion was around how to narrow down a list of 12 people interested in the positions. Board opted to have Jesse and Kasey draft an email to them along with the bylaw and to also include what other areas of the Town need volunteers so they would know there are multiple committee’s that need volunteers.
  1.  Planning Commission – Greg Herrin reported they had covered everything    when Kevin Geiger was speaking. The Board thanked Greg and the whole Board for stepping up when the Town needed them.
  1.  Jesse gave a comprehensive update on the process they thought would work going forward with the punch cards, stickers, and guidance for the Clerk and Treasurer. Board discussion on Annual Renewal date and chose January 1st of the year. There was discussion about how onerous it would prove to be figuring out who was a resident (a resident is anyone who pays taxes in Chelsea) if there were two sets of stickers. Most of the Board thought it would be better to have just one fee, that way stickers could be sold at the stores as well as punch cards. It would make tracking easier as well for the clerk and easier to sell online. There would be a fee for online sales of $2.50 to cover the cost of using the digital portal and postage.  Discussion on what happens if a household has more than one car. Maybe Snook would be able to make that decision. There was discussion on when to roll it out. Jesse was waiting to get some more data from Snook(a two-week average of persons using the Transfer Station). Greg had input on marketing ideas. Town Clerk could possibly get word in the Herald through Town Clerk News. More follow up at the next meeting.

13. FEMA Update- Not much to say according to Kasey’s note. Pedestrian bridge costs needed.  Kevin and Leyna met with a state consultant, Thad last week on Edwards Rd and Pedestrian Bridge and Maple Avenue. Also met with a person on the basement mitigation.  The pedestrian bridge needs some engineering, they checked out Maple Ave., and the consultant said to start work on Edwards. The basement was looked at with Leyna. Kasey will need to get bills together to see if we meet a $ threshold. Karen stated Irving was coming to clean furnaces next week. Leyna to research what vapor barrier cost would be. Update on where items in the hall will reside.  Rick to store some items at the Garage. Kevin to ask Judy Libby to pick up the food for the food shelf. Discussion on dehumidifiers. Most people will need them this spring. The board decided that those that haven’t returned them could keep them. The board decided to donate some fans to the school.

  1. Liquor Licenses – Tim Ward- Limit Assets- Kelly wanted a discussion about how we approve new liquor licenses. She felt if the Board was approving a new liquor license, they should give abutters some notice for feedback.  As the liquor control board for the Town, they may make any policy. The board agrees and in time there will be a policy drafted.

           Leyna Hoyt moved to approve the 1st,3rd class and outside consumption permit renewals for Limit Assets.  Jesse Kay seconded the motion. There being no further discussion, all were in favor. Motion passed.

  1. * Added item* Board administratively signed contract with John Smith ($27150), and Tim Ward ($25,311.88) which were approved at time of bid selection.
  2. Jesse Kay moved to approve orders. Bill Lyon seconded the motion. No Discussion. All were in favor. Motion passed.
  1.  Approve Meeting Minutes-September 5, 2023- Discussion on who saw the minutes. Kelly Lyford moved to table approval with Bill Lyon seconding the motion.  There being no further discussion. All were in favor. Motion passed.
  1.  Executive Session- personnel- Kevin stated a need to go into executive session for personnel.

Leyna Hoyt moved to go into executive session for personnel at 9:08 inviting Karen Lathrop. Motion seconded by Jesse Kay. All were in favor, Motion passed.

            Jesse Kay moved to exit executive session at 10 PM. Motion seconded by William Lyon . No Discussion. Motion Passed.

            Action- Board decision to move forward with a Town Administrator position, moving forward writing  a job description for the position/salary for the next meeting.

            Decision on employee salary. Leyna Hoyt moved to adjourn at 10.01pm with Jesse Kay seconding the motion. No Discussion. All were in favo