Selectboard

Chelsea Selectboard Meeting Minutes (Draft)
February 7, 2023
Selectboard present: Kevin Marshia, Vice Chair, Kelly Lyford, Bill Lyon & Leyna Hoyt
Other Employees present: Karen Lathrop, Town Clerk, Gayle Durkee, Treasurer, Marianne
McCann, Town Report, Rick Ackerman, Road Foreman, Kasey Peterson, Grant Writer, John
Parker, Rec Committee, Samantha Allen, Rec Committee
Others present: Chris Belcher, videographer, Jenny Martin, resident

1. Call meeting to order – Kevin called the meeting to order at 6:31
2. Conflict of interest disclosure – None
3. Additions to the agenda –
   Organizational vote due to Selectboard resignation
   Water/Wastewater Plant Update
   Organizational vote- Bill Lyon nominated Kevin Marshia as Chair. No second necessary.
   Voted Kevin Marshia as Chair.
   Leyna Hoyt nominated Kelly Lyford to Vice Chair. No second necessary. Voted Kelly
   Lyford as Vice Chair.
4. Public Comments –Jenni Martin discussed the logs sitting at the Heath Field with the Board.
   Jennie will contact the logger ( Bob Burke) to have them removed. Bill Lyon to be contact
   for Jennie Martin. Timeline to remove logs – 30 days. Logger to clean up the area. Jennie to
   contact Bill Lyon.
5. Approve Minutes – January 31, 2023 – tabled
6. Town Report
   a. Selectboard Report- revised by Kevin, with addition of Geoff’s name. Board
   discussion with Marianne as to the editing of the Selectboard report. Board chose to
   go with a general thank you to everyone instead of naming the many who worked
   on behalf of the Town. It was felt that was a more diplomatic way of inclusion.
   b. Report Review- Marianne summarized what was being done for the Town Report.
   Revisions to be in by Thursday morning. Timeline -Book would be back to Town
   around the 20th
   . Gayle asked if the picture of Nolan was okay. Board approved.
   Gayle and Marianne to put books in mail. Board to help if necessary.
7. Rec. Committee – John Parker welcomed the new Selectboad. He brought forth a proposal
   for a portable warming shed (8 x12 with window and door) at the ice rink. No heat due to
   liability. Zoning permit application submission upon Board approval. John stated that the
   prior board approved an 8 ft hoop at the basketball court which will be put in place soon.
   Samantha Allen was writing a grant for a pickleball court at the basketball court. Will come
   back for Board approval at a future meeting. John seeked information on whether Rick
   would continue to mow the rec field. He stated he had done a great job. Kevin stated they
   had not had that discussion with Rick yet. Kevin asked if the Rec Committee had any
   questions for the Board and said the Board planned to meet all the committees at some
   future meetings to touch base and see how they could support them. John reported a box

elder was in need of cutting at the playground/basketball court and Pete Amber would do it.
Rick noted he would be able to help out with that. The Board thanked John for his help with
it.

8. Highway
   a. Highway Mileage Certificate – Rick stated no changes. Administratively signed by
   Board.

b. Class IV Highway Policy- Board discussion on policy. Rick’s thoughts. No work on
any class 4 road for about 15 years and had only been on the Thorne Road once.
Board asked for examples of class 4 roads. Rick pointed out Whitneys, Carpenter
Road section and a few more. Town only responsible for culverts and bridges. Rick
stated it’s all they could do to keep up with Class 2 and 3. Leyna asked about work
done on roads as policy states under supervision of the Road Formann. Discussion
on who maintains the road. Rick stated they probably needed a permit to work in the
Town Right of Way if they plan to have someone fix the road. Rick to call John and
Rella Rice talk about work in the right of way for their use. Board questions which
permit necessary when informed there were two. Karen deferred to Rick. Rick felt
they probably needed both. Rick stated historically he signed off and board signed
off on Access Permits. He stated he was fine with signing access permit for snow
plowing only. Leyna asked why the Board could only work on the policy in only
work in July. Rick did not know but felt revisions were probably necessary. Board
to work with Rick on policy revisions.
Rick gave the Board and update on general highway work and repairs to vehicles.
c. Executive Session – Staffing- Kelly moved to enter into executive session for
Highway staffing at 7:28 pm with Rick, Gayle and Karen invited. Leyna seconded
the motion. Motion passed.
Leyna H. moved to exit executive session with Kelly L seconding the motion.
Motion passed.
Action – Leyna H. to work with Rick Ackerman on advertisement for full time
Highway Position.
Water/Wastewater – Kevin gave a report to the Board on the Water/Wastewater
plant. It was reported there was a broken gear in a clarifier that has to be replaced.
Mike Whipple said cost unknown yet. Board in favor of approving the cost
necessary to keep the plant going. Rick stated what days Nate worked at the plant.
He is still be accompanied by his wife. Board reiterated that it is a liability issue
for the Town and there must be a Town Employee there. Leyna H. to stop by
tomorrow to speak with Nate.
Sewer Plant Laptop update. Bill reported Systems Plus has a $750 price for laptop.
Gayle stated Caulkins price was higher. Gayle stated IT person said you could just
purchase one from Best Buy. Just has to be reliable for online reporting.
Kevin reported he was in contact with Mr. Merryfield, and he is supportive about
how the Board is dealing with the sewer plant. There were needs identified. More
to come. Simon’s called, a little anxious for town to get someone soon to work at
the plant as they are maxed out.

9. Grants – Kasey Peterson
   Kasey requested expectations of the Board and prioritization of the many needs for Town
   Hall. She noted the Vermont Arts Council accepted her report and grant money should be
   dispensed soon for the Pellet Boiler. She noted the RFP for sidewalks needed to go out.
   She noted the Town Hall might not be viable space for generator as it has to be kept
   historically accurate and no space to put generator on other side of building.
   She read off a list of items future concerns for the hall :
   Balcony chairs- $55.000 to restore all, $15,000 to restore only broken ones
   Water leaking into downstairs dressing room
   ADA compliancy
   Sound system for ADA
   Lighting has to be historically compatible
   Handicap Ramp replacement
   Windows – energy efficient
   Sprinklers for building
   Front Door push button ADA
   Fire and Carbon Monoxide detectors
   Plaster Repair
   VTRANs Packet for grants in- due 15 Apil
   Board discussion on the list and priorities. Marianne noted that the SAM.gov piece has to be
   completed soon.
   Board tasked Kasey with accessibility and planning grants. Kasey to forward Kevin the
   Sidewalk grant info. Leyna H. brought ARPA Grant up and thought to have some smaller
   committees on different items for ARPA money. Board thought it was a a good suggestion.
   Kevin would like Andy Pomerantz and Chris Bryne come to a meeting. Marianne noted the
   Board needed to read the guidelines, as they keep changing.
   Creamery issue- three entities-school – Town – Creamery propert owner – drop culvert behind
   the creamery. Marianne met with two people from VTRANs and Rick. She gave an explanation
   of it and there is a file the board needs to look at There is also map. Kasey will scan and send
   maps to Board. Marianne and Kasey briefed the Board on the project. It is at a stand still as of
   now.
   Kasey noted she worked 12-15 hours a month as grant writer
   10.Town Hall Chimney Inspection – February 10 –Kasey reported in order to have the inspection
   completed, the pellet furnace would need to be off for 72 hours. Decision was made to push that
   out until Spring.
   11.Free Verse Farm – Liquor License- Karen submitted the application. Kelly L. moved to
   approve the 2 class liquor license with Bill Lyon seconding the motion. Motion passed.
   12.Division of Fire Safety – Town Hall Inspection – Kelly reported a walk thru done with
   Maurice from Division of Fire Safety, with Karen and Bill and the report has not come in
   yet. There are some items that are restrictions and some items for consideration. Push button
   access for the front door and electrical panel might be outdated. Might need a new one.
   Kasey did report that the electrician that came in for the grants said our electrical wiring is
   up to code but agreed the panel might need to be changed out. Karen noted she had call Mr.
   Farrell about cleaning the furnaces and was waiting to hear from him.
   13.Heath Field – Old Sand Pile Usage – Logs- see under public comments. Bill L. to speak
   with the person parking down there.
   14.Informational Meeting – Confirm Agenda – Candidates having a chance to speak. Invite
   Ronald Johnson and Jesse Kay to speak – budget presentation to update folks who could not
   make the meeting and Public Comments.
   15.Approve Orders – Kelly L moved to approve orders as presented with Leyna H. seconding
   the motion. Motion passed.
   16.Executive Session – Personnel – Leyna H. moved to enter executive session for personnel at
   8:52 pm inviting Gayle and Karen with Kelly L seconding the motion. Motion passed.
   Leyna H. moved to exit executive session at 9:51pm with Bill Lyons seconding the
   motion. Motion passed.
   Action- Moving forward with the AA staffing and wastewater staffing.
   17.Adjourn – Bill L moved to adjourn at 9:54 pm, with Leyna H. seconding the motion.
   Motion passed.

Chelsea Selectboard Meeting Minutes (draft)
January 31, 2023
Selectboard present: Kevin Marshia, Vice Chair, Kelly Lyford, Leyna Hoyt,
William Lyon
.
Employees present: Karen Lathrop, Clerk, Gayle Durkee, Treasurer, Marianne
McCann, Town Report Liaison.
Others present: Chris Belcher, Videographer, Greg Herrin

1. Meeting brought to order by Kevin Marshia at 6:31 PM
2. Conflict of Interest Disclosure- None
3. Additions to agenda – Karen -Town Hall Wiring, Kelly purchasing policy.
4. Public Comments- None
5. Approve Minutes
   January 18, 2023 -Bill L. moved to approve the minutes. Leyna H. seconded
   motion. Passed. Motion passed.
   January 21, 2023- Water Board – Leyna H. moved to accept minutes. Bill
   L.seconded the motion. Motion passed.
   January 21, 2023-Selectboard- Kelly L moved to approve the minute. Leyna H.
   seconded the motion. Motion passed.
   January 24, 2023 – Revisions to be made- Switch who Leyna and Kelly was
   speaking with. Note the emails were read from Mr. Frenier and Mr. Herrington.
   Note under budget, water/sewer rates had not changed since 2017. Note under #14
   last paragraph was a repeat so struck out. Leyna moved to approve minutes of
   January 24, 2023 with revisions. Kelly seconded the motion. Motion passed.
6. Approve Budget
   Gayle briefed the Board on some changes made to budget based on
   recommendations of Chad Hewitt, Accountant. Board reviewed the budget, made
   final revisions to several departments including Highway payroll and Lister
   payroll. Board discussion with Gayle on surplus from the prior year. Board had brief discussion on 21,000 deficit for water/sewer. No changes for this
   budget. Board noted they would have to have a discussion in the future to make it
   solvent.
   Board discussion on Total General Government expense up just under 5% from
   last year. Monies to be raised by taxes would be 1,000,205. Kevin gave examples
   of how much taxes would go up for homes with different assessment.
   Gayle said someone suggested to her that since the Library line up was going up
   by $15,000, should it be placed on the warning as a separate article. Board
   discussion on whether to put it as an article. Gayle explained the Librarian has a
   larger salary, insurance and retirement. Kelly asked what persons may amend at
   Town meetings. Clerk stated voters may amend any line item from the floor at our
   meeting. Board was fine with no extra articles. Kevin noted it could be highlighted
   at our informational meeting and at the floor vote.
   Gayle stated the total budget would be $1,495,796 , with $1,00,205 to be raised
   by taxes.
   Leyna moved to accept the budget of $1,495,796 with amount to be raised by
   taxes $1,00205. Bill seconded motion. No Discussion. Motion Passed.
7. Approve Town Meeting Warning
   Kevin M read the warning. Bill L. moved to approve the warning as read with
   Kelly L. seconding the motion . No discussion, motion passed.
8. Informational Meeting Discussion
   Kevin noted the date and time were set at the last meeting as March 2, 2023 at
   6:30 pm. Board gave feedback to Marianne on what they wanted to go into the
   Town Report. Kevin to create the agenda for informational meeting.
9. Town Report Review
   Marianne stated Town report essentially complete. Last items to be sent in on
   February 1. Proofs to be out next week hopefully. Board questioned who wrote the
   Selectboard report. Marianne stated the chronology came from her and Kasey but

Geoff had to approve it prior to sending to the printer. Board had questions of who
signs the report. Board requested a draft be sent to them. Gayle tasked to call Geoff
about the draft. Discussion on who would be proofing the book. Book should be
proofed and approved by February 6, Marianne stated, but earlier would be better.
10.Approve Certificate of No Appeals to the Grand List
Karen gave a explanation of the Certificate of No Appeals to the Grand List to
the Board. Leyna H. moved to approve the Certificate of No Appeals to the Grand
List with Kelly seconding the motion. No discussion. Motion passed.
11.Thorne Rd/Class 4 Road
Karen gave background on Thorne Road and class 4 highway and the
discussion she had with the Rice’s. Kevin read the email from the Rice’s. Board
discussion on the Rice’s timeframe for work, what they are allowed to do. No one
may work on a class 4 road without an Access Permit from the Town. Discussion
on how to get the Access Permit for plowing only completed, and who the
authorized person signing it should be. Kevin suggested a permit for plowing only,
and then have the Rice’s come in for a meeting. Board reviewed permit
application. Kelly noted there needs to be more consistency in how permits are
issued going forward but felt until that happened the Board should sign off on it.
The Board would need time to look over practices for filling out applications.
Board specified a restriction of snow plowing only on the permit. Karen to follow
up with Rice’s for a complete application and invite Rick to next meeting.
Kelly moved to approve a completed application for” plowing only” on an Access
Permit for Thorne Road with Rick’s approval. Leyna seconded the motion. No
discussion Motion passed.
Board discussion on Class 4 Highway Policy. Noted the policy had not been
updated since 2009. Noted policy needs some updating. Intent is clear but some rewording necessary. Noted policy could only be changed in the month of July as
stated in the policy. To be on a future agenda item at March 21, 2023.

12. Approve Orders
    Bill L. moved to approve orders as presented with Leyna seconding the
    motion. No discussion, Motion passed.
    13.Town Wiring Issue
    Karen brought to the Board a potential wiring issue of 1.30.2023. Board
    discussion on how to approach it next time. Fire Department to be called in the
    future. Board discussion on the wiring evaluation. Kelly to contact the Dvision of
    Fire Safety come in to look at the building. Karen tasked to invite Kasey Peterson,
    grant writer, to Feb 7, 2023 meeting for discussion on possible grants.
    Board tabled purchase policy to future meeting.
    Board set agenda items for Feb 7, 2023 meeting.
    14.Executive Session – Personnel ( if necessary)
    Leyna moves to 8:35 pm executive session for personnel inviting Karen and Gayle.
    Bill seconded the motion. No discussion. Motion passed.
    Leyna moved exit at 9.22pm.Kelly second pass.
    Action: Kelly to set up interviews for AA. Discussion advertising sewer plant
    position. Kelly to draft sewer position advertisement and a highway position
    advertisement.
    Bill Lyon noted there has been someone storing logs on Town Property and
    parking without permission of the Town property down by the sewer pland and
    liability to Town if anything happens there. Bill to contact the person and
    recommend the log pile to be gone in two weeks and clean up of the space in the
    spring . Bill to contact the person parking the box truck as well. Kelly stated it
    should be followed up with a letter.
    Kelly L. moved to adjourn with Leyna seconding the motion. No discussion.
    Motion passed . Adjourned 9:31 PM.

Special Selectboard Meeting Minutes (draft)
Tuesday, 24 January, 2023
Selectboard Present: Kevin Marshia, Vice Chair, William Lyon, Kelly Lyford, Leyna Hoyt
Other Employees present: Gayle Durkee, Treausrer, Marianne McCann, Town Report
Other persons present: Chris Belcher, videographer

1. Call meeting to order – Meeting called to order at 6:32 by Kevin Marshia.
2. Conflict of interest disclosure -None
3. Additions to the agenda -Karen – Town Warning/Time Line
   Gayle added MRGP for approval
   Marainne- Town Report
   Kelly Update AA
   Kevin-Update on Sewer Grant Project, Zoom
4. Public Comments – Kevin read email from Mr. Herrington,Sat 21, 2023 about tapping trees on 110 near Dickerman hill cemetery. Board noted land not in Chelsea. An email to be sent to Mr. Herrington.
5. Approve Minutes – None available at this time.
6. Approve Orders- moved to end of meeting
7. Budget Discussions
   Water Budget/SewerBudget- Gayle spoke to the water budget and rates. No rate change in years. Rates to be set at next Water Board meeting. It was noted there was a deficit of around 31,000. Board discussion on Board reviewed the budget.
   Board reviewed changes to Salaries. Operating expense overage last year due to because of contracted work. Gayle noted there were some delinquencies. Kevin compared last year budget to this year’s, proposed they are somewhat close. Some nominal increase to fees for water/sewer? Just a discussion of how much to up rates. Hypotheticals discussed. Kevin, should we leave operating expense or increase? Gayle stated we have used Simons for two months. Board set operating expense at 15,000.
   Highway- Board discussion of mutual aid using mowing equipment to save money. Board discussion on mowing and tree cutting. Rental Equipment line item to 5000. Leyna to check with Rick to see if we have committed to an agreement. Kelly to check with Vershire.
   Board went over Library line item in budget- Gayle noted that VMERS for the Librarian has pushed up the line item.
   Selectboard Budget- Selectboard to use AA laptop, tech line item to 500 for zoom, Supplies to 250.
   AA Budget – Board set compensation at 30,000 to cover 16-20 hours for AA and hour for Grant Admin. Technology to 1200 for laptop.
   Town Clerk Budget – Board increased salary at 33,000 based on state wide average. Drop Assistant Town Clerk to 2,5000, dropped technology down by 100.
   Treasurer Budget – Board increased salary to 33,000 based on state-wide average.
   DTC – no changes
   Listers budget – Board decrease payroll to 8000
   DRB- No Change
   Public Safety -No change OCS billed Dec/Jan
   Town Hall Budget – Custodian salary decreased to 4500 as not all was utilized from last year.
   Board discussion with Treausrer about Mowing payrolls for several Town departments. Discussion on hours for highway. Leyna to double check with Rick to confirm the time he uses.
   Solid Waste budget – Kevin over budget on salary for “22”. Board increase salary 12,000. Leyna how much over? 9-10 thousand deficit.
   Rec Committee line item – No change, Gayle noted the town pays electric for skating.
   General expenses- Election line item brought down to 3000. Clerk explained it would be higher in a year when there were state and federal elections.
   Nemrc- no change
   Petitions Appropriations- 14,2000 for petitions submitted. Clerk said three entities did not make the dead line. Spotlight brought in a petition. Board discussion and decision to put it on the Town warning increases appropriation budgetary line item to 16,240.
   Highway Budget – Board reviewed changes.
   Heating fuel increase to 5000
   Equipment repairs – 45,000
   Diesel Fuel – 80,000 Gayle noted mud season blew the budget last year.
   Board review of bottom line, budget up 4%. $1,130,895 to be raised by taxes about 178,000 more than last year.
   Gayle to bring finalized budget to January 31, 2023 Selectboard Meeting for approval. Gayle to send budget to Board to check excel formulas.Kevin noted maybe some ARPA funds could be used to offset some expenses. If Town could use soome funds to keep taxes down. Gayle would have to look into it. She has to look into extra taxes that we received and see if that could reduce taxes.
8. Gayle presented the Municipal Roads General Permit (MGRP) – enables the Town to get funding and impacts grant income.
   Kelly moved for Kevin to sign the MRGP in the amount of 640.00. Bill seconded. Motion passed.
   Kelly moved to add 640.00 for the MRGP application fee to ANR. Bill seconded. Motion passed.
9. Move to approve orders. Kelly moved to approve the orders Bill seconded. Motion passed.
10. Town Meeting Warning & Timeline. Karen ran down timeline and Hybrid Town Meeting Warning. Discussion on info meeting.
    Bill moved to hold informational Meeting March 2, 2023 at 6:30 pm at the Town Hall. Leyna seconded the motion. Motion 12. passed.
11. AA Update – Kelly updated the board on the AA position. Advertisement in paper for two weeks. Currently drafting questions.
12. Sewer Grant Update – Kevin contacted Ms Ellis. For the Pump Stattion Grant. Appropriation is there and Town must put in an application if we meet the criteria. 600,000 for the project, 20% match Town Match 150,000. There are some criteria for some potential waiving of match if we meet those criteria.
    Many communities have had problems with an unique identity # Duns. Fed account. Gayle noted the process is not easy but we have one and it has to be updated. It is not an easy process.
    Board discussion about having Otter Creet and ANR invited to a future meeting for some imput. Kevin tasked with speaking to John Maryfield about Town options
13. Town Report – Just missing a few small items- fire chiefs report, fire dept budget and prudential board report, selectboard report, Treausrer files and Dog Report from Clerk and three reports for appropriations. Will leave, admin vacant. Selectboard to take some time and think about the proofing of the report.Kelly each person takes a section- next meeting to decide.
14. Zoom Update -Kevin, would like to go forward with a live zoom account. Board discussion, Kevin tasked to work with Gayle on it. Marianne said there is the free account under administrative assistant. Marianne to share info with Kevin. Kevin to look into storage needs for it. Considered public records once Town chooses to use it.
    Kevin spoke about Otter Creek being invited and Kelly ANR also invite to get some input from someone. Conversation with John Maryfield, Kevin will speak to him about what the Town has for options.
15. Executive Session – Personnel (if necessary)
    Kelly moved to enter executive session for personnel at 9:02 pm inviting Karen Lathrop, Clerk. Leyna Hoyt seconded the motion. Leyna seconded the motion. Motion passed
    Leyna moved to exit executive session at 9:28. Bill seconded the motion
    Motion passed.
    Action – Kelly to contact VLCT about Town Resources as the next step going forward with help for an employee.
16. Kelly moved to adjourn with Bill seconding the motion at 9:30 pm. Motion passed.
    Next Selectboard Meeting – Tuesday, January 31, 2023 – 6:30 PM

Selectboard Meeting Minutes (Draft)
January 21, 2023
Selectboard present: Kelly Lyford, William Lyon, Leyna Hoyt
Town Employees, Gayle Durkee, Treasurer, Karen Lathrop, Town Clerk,
Others present: Mark Vermette

1. Call meeting to order:
   Kelly called the meeting to order at 11:23 AM
2. Conflict of Interest:
   None
3. Addition to agenda:
   Kelly- update to AA job description and ad
   Karen- review purchase policy revision
   Karen- review Town Meeting Warning 1st draft
4. Budget discussions:
   None
5. AA job description update and ad
   Kelly went through updated AA description and noted she tidied up the
   language, expectations and job duties were in a bullet point format. She
   changed the minimum qualifications which she felt was very important.
   Board read over the job description.
   Leyna moved to adopt the new job description with Bill Lyon seconding the
   motion. Motion passed unanimously.
   Kelly to update the ad and send to Karen and Gayle. Karen tasked to place it
   on the website along with the new AA job description and let the applicants
   know about it. Gayle to send it to the newspaper for publication. To be ran
   twice in the newspaper.
6. Purchase policy revisions.
   Karen presented the amendments the Board made to the purchase policy.

• Changed Town Administrator to AA/Treasurer
• Changed $2,000 to $5,000 and notification to Board in Minor
  Purchases
• Changed $5000 and up in Major Purchase
• Noted in red the previous Boards amendment.
  For Board Review at a future meeting.

1. Town Meeting Warning 1st draft :
   Karen presented the first draft of the Town Meeting Warning. Board
   reviewed. To be brought to the next meeting for any revisions.
2. Executive Session Personnel
   None
3. Adjourn:
   Leyna moved to adjourn at 11:43 with Bill seconding the motion. Motion
   passed unanimously.

Chelsea Selectboard Meeting Minutes (draft)
January 18, 2023
Present: Geoff Clayton, Chair, Kevin Marshia, Vice Chair, Leyna Hoyt, William
Lyon and Kelly Lyford.
Other Town Employees present: Karen Lathrop, Town Clerk, Gayle Durkee,
Treasurer, Marianne McCann, Town Report, Rick Ackerman, Road Foreman
Other present: Chris Belcher, videographer.

1. Call meeting to order: Meeting called to order at 6:33 pm by Geoff Clayton.
2. Conflict of interest disclosure: No conflicts reported.
   Changes to the agenda: Kevin -FEMA request
   Marianne McCann- Discuss Town Info Meeting
   Karen – Approve 1.07.2023 minutes
3. Public Comment –None
4. Approve minutes:
   a. Selectboard Meeting January 7, 2023: Kevin requested a revision to item
   16 of the meeting minutes pertaining to verbiage on wages. Karen noted
   the revision was completed and sent to the Board and posted on the
   website. Kevin moved to approve the January 7, 2023 meeting minutes
   with Leyna Hoyt seconding the motion. No discussion. Motion passed by
   unanimous consent.
   b. Selectboard Meeting January 12, 2023: Bill Lyon moved to approve the
   minutes of January 12, 2023 with Leyna Hoyt seconding the motion. No
   discussion. Motion passed by unanimous consent.
5. Approve Orders: Geoff noted he was not going to be taking the EMT course
   and asked if the Board would like to go back to Tuesday night as signing on
   Wednesday was causing some issues for Gayle. Brief discussion by Board
   about starting date. Leyna Hoyt moved to switch back to Tuesday night
   meetings at 6:30 pm, the first, third and fifth Tuesday’s starting January 31,
6. Kelly Lyford seconded the motion. Kevin clarified only the day was
   2
   changing, meetings still at 6:30 at the Town Hall. No other discussion. Motion
   passed by unanimous consent.

Kasey Peterson, Grants Admin, reported to the Board that there was an invoice
for the pellet furnace project in the orders and it came out to slightly more than
the $44,000.00 budgeted for the project. Total cost was $51,100.00 due to
having to build a furnace room and pour a concrete pad for the pellet boiler. She
stated that it was the final piece of documentation needed for the $22,000.00
grant reimbursement from the Vermont Arts Council. Kelly asked if all the
documentation for the grant was completed. Kasey said reports were complete
except for some math to show how often the hall was utilized during the year
and the invoice. She noted the hopper holds 9 tons and would go over costs in
the budget section of the meeting. Kevin asked Gayle the process for signing
orders was. Gayle sends the top sheet to the orders prior to the meeting for
review. To be continued below.

6. Executive Session – Personnel: Kevin Marshia moved to enter executive
   session at 6:49 pm for Personnel & Highway inviting Gayle and Karen. Motion
   seconded by Leyna Hoyt. No Discussion. Motion passed by unanimous consent.
   Kevin Marshia moved to exit executive session at 7:44 pm. Bill Lyon seconded
   the motion. No. Discussion. Motion passed by unanimous consent.
   Action: Kelly Lyford to review and rewrite the administrative assistant job
   description and present to the board on Saturday.
   Kevin Marshia stated the Board would use the VLCT Compensation and
   Benefits Report and State-wide avg salaries during the budgeting process for
   salaries.
7. Budget Discussion
   a. Treasurer Comments: Remember to look at your bottom line of the
   budget as you will need to raise that amount in taxes.
   b. Highway: Rick reported to the Board that truck 5 needed repairs to the
   front end and he needed Board approval as the cost could be anywhere
   from $2,000.00 to $5,000.00 depending on what was discovered wrong.
   Rick stated Board approval was necessary if expending monies over
   $2,000.00 which comes under major repairs section of Town Purchasing
   Policy. This led to a discussion about the trucks in general and whether
   the policy needed to be updated. Board asked Rick what he thought a
   reasonable, realistic amount that he would need to complete repairs to
   items. Rick stated $5,000.00 but would not spend that much if
   3
   unnecessary. Board felt the policy should be amended to read that
   amount and just notification to the Board that repairs were necessary.
   Karen to make the changes to policy and bring a draft to the Board on
   Saturday. The Board went over staffing needs with Rick. Eventually the
   highway will need three full time year round employees. Highway is
   down to a one full time and one part time employee( 30 hour). When
   asked if Rick comes to every meeting, Geoff mentioned Rick comes to
   meetings as needed and when the Board appoints the liaison and they will
   let Rick know when needed.
   Highway Budget – Gayle brought up the income side of the Highway
   budget and explained the line items. Kevin asked about the Side-walk
   grant. Kasey, Grant Administrator, spoke to it. There is a piece of
   sidewalk north and south of the Fire Station that needs repairs. Due
   winter setting in, the request for proposals will be out again in the spring.
   Expectations are that it will completed before the end of summer. It is a
   50/50 match of funds. Kasey to send all reports and the Town to be
   reimbursed the $29,000.00. Kevin asked about Grants in aid and
   budgeting. Rick stated they have a class 2 grant in aid in the amount of
   $175,000.00 for paving with an end date of December of 2023. Kevin
   asked if that should be in the budget? Rick stated it had never been
   included as it was a wash. In one side out the other. Gayle said they
   would see it in resurfacing expenses then on income side it could go
   under other grants.
   Geoff & Kaseyspoke to bridge grants. She noted Doug Lyford gave her a
   folder of items. Kasey stated that Maple St Bridge is a long way down
   the list according to Rita Seto at TRORC. Kevin said the Maple Street
   bridge went through a prioritization project. It made the list but was not
   chosen. The box culvert is an AOT project. Kevin said there were Town
   structures grants available. Gayle stated we had $35,000.00 in the
   highway match fund so there is money if the Town needed to come up
   with it.
   Highway Personnel – Kevin based on previous discussions they should
   budget for the three full time employees and suggested a budget amount
   of $175,000.00 and to budget the line items that go with the salaries. In
   discussion, Rick thought overtime would go down if they hired three full
   time person. Board discussion on it. Gayle to update budget numbers and
   bring to next meeting.
   Garage – Gayle noted technology was up due to computer purchase and
   heating oil is at $2.10/gallon.
   4
   Town Equipment – Equipment Rental went up substantially. Rick
   reported he traded work with Vershire last year. Worked well though
   Town has to wait until they make it available. The budget number was
   what it would cost to rent from Tenco. Discussion on how many weeks it
   was needed. Bill reported to the Board, Town could rent a tractor for
   $2,500/wk from Adam. Board asked Rick to schedule a rental. Rick said
   he might need it for three week to four weeks and Board budgeted
   $10,000.
   Equipment Repairs- Leyna questioned the equipment breakdown. Rick
   reported all the trucks were 8 years old with no warranty so all bills
   would be all out of pocket. Rick reported the Board needed to think about
   replacements as it might take two years to get a truck at this point, as you
   can’t buy one right now. The loader was now 22 years old. Leyna asked
   if we had an equipment fund and Gayle reported yes, and they had been
   putting a little more in it as payments had gone down as vehicles were
   paid off. Kelly asked if there was a replacement schedule. Rick reported
   he did have one but they haven’t been able to keep to it. Board discussed
   all the trucks and the equipment repair line item with Rick. Budgeted
   $50,000.
   Highway Maintenance – Board discussed diesel fuel with Rick. Cost at
   this time is $4.50/gallon according to Gayle. Board stated it needed to be
   a realistic number and left it at $80,000. Two high items are Gravel and
   Sand. Rick reported last year 70% of what they used for gravel was due
   to the extremely bad mud season. McCullough’s upped their prices. Rick
   said he thought they had enough sand this year that they could cut down
   on it a bit. They put up 4,000 yds are year. Average year usage is 3,500
   yds. Board left the budgeted amount as is for now.
   Ditching- never had a line item for it. Usually use the backhoe, and hired
   Tad to do grants in aid work.
   Construction/Projects – Rick stated the three first lines are our percentage
   match. Culverts 10% Class 2 Roads 20%. Gayle explained the process
   and Rick noted some of it is in kind matchs. Grants in aid is stone lined
   ditching. Gayle noted Town reimbursement would be $29,000. Gayle
   noted they put in $6,000 for bridges and culverts. None was budgeted for
   last year.
   5
   Debt & Capital Funding – Gayle explained each line. Equipment fund is
   there for future equipment needs. Kevin said that might be an area we go
   back and tweak. Rick said they need to remember that the bottom line
   shows grants that are not part of the highway budget, for example the
   sidewalk grant which makes the highway budget look inflated. Gayle
   said she would make the changes and bring it to the next meeting.
   c. Capital Funds/Critical Needs-Geoff felt this could be put off till the next
   meeting. Water and Sewer would be done on Saturday.
   d. Any other items which need to be covered- Kevin wanted to go over the
   rest of the budget items if necessary. Gayle noted the items under the rest
   of the budget items are pretty much set. Kevin asked about all the rec
   committee and other small items. Geoff replied many of the line items
   are just funds that are balances.
   Rick asked if he should be going to the sewer plant every day. The guy
   who comes three times a week brings his wife. Board said it was a
   liability issue Town and there should be a Town employee there when
   someone is not our employee. If Rick can’t make it do to plowing, then
   let someone know and maybe one of the Board members could go.
   Gayle asked the Board to go back to Town Hall for a look at pellet costs
   and maintenance. Kasey reports that the Town has to empty one of the
   three fuel tanks down in the hall and Lyme Green would pump it and
   take it to the Town Garage if Rick has room. Board took out the oil costs
   for this year. Kasey noted 9 ton of pellets were $2,100 for the budget.
   $325/ton.
   Leyna asked about the grant that is available for the Sewer plant. Kevin
   gave an update on that. The Town match would be $150,000. Marianne
   McCann reported she sent an email to the Board. Project $750,000,
   match is $150,000 and it will take a long time to apply and there is a
   possibility that the $150,00 could be waived but more reading needs to be
   done.
   Geoff said he could put a small blurb in the newspaper to get the word
   out. Kevin said there is language for rural communities and demographic
   lines. He said he has drafted and email for informational reasons only and
   if the Board was okay with it he would send it out and let the Board know
   what information he receivesback Geoff said to go ahead and reach out.
   Just cc the admin or chair on it and just do it in the future, no worries
   about getting information
   6
   Kasey asked to go back to the Pellet Furnace Maintenance line. She
   reported there are two maintenance items. The yearly maintenance plan is
   $400/ year and it covers the basic stuff, for example for parts and service
   and then there is $210/year fee for a midwinter cleaning for the air filters.
   There are four oil furnaces for backups if the pellet furnace has issues but
   they are also the blowers for the pellet furnace and they all have to have
   filters changed out. She thought the $400.00 includes having them come
   switch out the ash box but they don’t do that until 20 ton of pellets have
   gone through. Bill Lyon asked about the warranty and Kasey to find out
   and report back to board.
   Kasey asked about a couple of workshops she would like to go to and
   wanted to check with the Board before going. Board is fine with that.
   Leyna questioned whether the ARPA money could be used for some of
   the Town expenses. Gayle said she would look at it but the government
   has been changing the rules. Geoff said wait till the Board saw the final
   budget numbers and then see what we have upcoming for expenses. He
   reported they had until June to make decisions. Marianne McCann said
   they have till 2024 to decide and 2026 to use, but using it right away
   could happen. Kelly asked about the criteria and Marianne said you could
   go online and see what it can be used for. Kevin noted there was a group
   that had a meeting and came up with ideas. Kevin said should the Board
   ask them what the recommendations. Geoff stated they had already
   submitted a list. Kevin, said he would like to hear from them because he
   thought they would have researched it further. Kevin would like to see
   this for a future meeting, not at budget time. Gayle noted you can go to
   the VLCT website and look at what it could be used for but we have a lot
   of sewer issues that need to be addressed. Kevin noted that ARPA can’t
   be matched to the sewer grant. Kelly asked if the money in the sinking
   fund had criteria attached to it. Gayle to research and get back to the
   Board.
8. Town Clerk- nothing.
9. Administrative Assistant- Town Report- Marianne McCann went over the
   Town Report calendar. She made up a sheet on Nolan to go into the Town
   Report. She reported she needed the Selectboard report, she made some dates of
   when the info meeting should be and she stated she needed a warning and
   Gayle’s reports as well for it. The contact list still needs the admin assist. She
   7
   made the auditors report. She reported there were two info meetings last year.
   The Selectboard only needs to have one and it probably should be the second of
   March as it must fall within ten days prior to Town Meeting. Kevin asked if
   motion were needed for the auditors report and Marianne replied no. She thinks
   the books might be mailed on the 21st of February She stated the last day to
   complete the warning is February 5, but it needs to be done asap.
   10.Town Meeting- The Town Warning is a Hybrid and numbers need to be entered
   asap to it, appropriations would be in a day or so. Karen said she could go in get
   it on Friday. She thinks the books might be mailed on the 21 of February.
   Board wants another meeting Special Meeting January 24, 2023 at 6:30pm at
   the Town Hall.
   Kevin noted for the public that the Selectboard would be meeting as the Water
   Board at 9 am at the Water Treatment Facility then go to the Town Hall after.
   Geoff noted he put Selectboard meeting right after for the budget part of the
   water and sewer.
   10.Rules of Conduct at public meetings- Pass over and tabled to a future meeting,
   because of time and there will need to be a long discussion of what the Board
   can do and what they cannot and what they can do for policy besides statutory
   laws. He feels the Board needs to look at what they can do for legal recourse if
   there are issues at meetings.
   Kevin wanted to know who to speak to about putting the Chelsea Spotlight
   Somewhere in the foyer. Karen said there would be no problem with that.
   Kevin also reported he worked with the owl but did not get it to work with his
   computer yet but getting closer. Next step to budget a zoom account and it is a
   work in progress. He would work with Gayle. He looked at cost of storage but
   does not know how much space needed per meeting.
   Back to approve orders- Kevin asked for clarification of orders – Gayle stated
   pink Top Sheet is Selectboard Orders & Rec, Green is Highway and Blue is
   water. Geoff gave a brief synopsis of the Sheriff Dept Billing. He felt the
   services received were at times where there was no speeding. Many hours of
   paperwork. The Board asked if the contract had been signed and he stated it had
   been. The only recourse the Town has would be not to sign a contract. Kevin
   would like to invite the new administration to a future meeting to hear from
   them and touch base with them.
   8
   Bill Lyon moved to approve orders with Leyna Hoyt seconding the motion. No
   discussion. Motion passed by unanimous consent.
   11.Adjourn: Motion to adjourn: Kevin moved to adjourn at 9:44 with Leyna Hoyt
   seconding the motion. No discussion. Motion passed by unanimous consent.