Selectboard Meeting Minutes Final
July 25, 2023 Chelsea Town Hall
Board Attendance: Kevin Marshia, Kelly Lyford, Leyna Hoyt, Jesse Brinkman, Bill Lyon.
Other attendees: Karen Lathrop, Gayle Durkee, Tracy Simon and Susan Turner
Kevin brought the meeting to order at 6:32 PM
No conflicts of interest
Additions to the agenda: Gayle added Resolution to Borrow Short Term Loan, Leyna added Annual Brush Hogging of Transfer Station and Town Garage, Leyna asked that Permit request by Chelsea Public Library (CPL) be moved up the agenda with the Trustee Approval.
Chelsea Public Library –
Susan Turner, Trustee, submitted Nick DeFriez and Brian Anderson for Board appointment. One to fill a vacancy. The Trustees found nothing in their bylaws that limit the amount of Trustees to they are adding one on for a total of six trustees.
** Action** Jesse moved to appoint Nick DeFriez and Brian Anderson to the Board of Library Trustees. Leyna seconded the motion. No discussion. All were in favor, the ayes have it, motion passed.
Permit for use of the North Common – Susan Turner spoke on the permit to use the North Common on on October 14, 2023 from 10 AM to 3:30 PM for a solar eclipse viewing party.
** Action** Jesse move to approve the use of the North Common on October 14, 2023 form 10 AM -to 3:30 PM for the Solar Eclipse Viewing Party by CPL. Leyna seconded the motion. No discussion. All were in favor, the motion passed.
DRB was supposed to be at the next regular meeting. Passed over
Resolution to Borrow Money- Gayle stated in order to borrow the short-term loan from the Bank, the Board had to vote the Resolution separately. She also stated the Board should make a separate motion to vote for her to borrow money from the Short-term Borrowing as needed. Kevin read the Resolution.
** Action** Bill moved that the Selectboard approve the Resolution for the Short Term Borrowing, and Promissory Note and other documents referenced therein, and to immediately execute the same. Leyna seconded the motion.
Discussion on the motion- Gayle clarified the money was not for Flood expenses only. It would be used for other items as well. There being no further discussion the Board vote d.
All were in favor, the motion passed.
** Action** Bill moved Gayle to borrow money as necessary from the Short Term Loan. Jesse seconded the motion. No Discussion. All were in favor, the motion passed.
Tax rate –
Gayle presented two tax rates to the Board. One would include the Veteran’s Exemption in the taxable amount (.7936) the other one without it (.784). She explained the Veteran’s Exemption for our Town was $30,000.00 taken off the land assessment and that it had always come out of the operating fund but the Board might want it as a taxable item. Last year’s municipal tax was .735 so there is an increase. Board concerns with transparency to voters.
**Action** Leyna moved to approve the municipal tax rate at .7936. Bill seconded the motion. All were in favor, motion passed.
Credit Card/Online Payments-
Gayle reported there were two vendor she was looking at for Credit/Debit Card and Online Card Payments. Mascoma which would charge a 3.5% fee to the customer per transaction. There is not E-check option with them. The cost of a machine is $250/machine Municipay is the other vendor. They offer a 2.65% or $3.00 minimum fee. They have an E-check Option and the machine cost is $220/machine. Eventually there could be a website pay option if the Town so chooses.
Board feels it is time to move forward with more options to pay bills and asked if water and sewer would be included. Gayle reported yes, and other payments as well but not the Transfer Station yet.
** Action** Leyna moved to approve Gayle going forward with Municipay for credit/online payments. Jesse seconded the motion. All were in favor, the motion passed.
Logging Contract – no update passed over.
Flood Recovery –
Roads – Leyna gave a road update, met with Dubois and King and would be meeting with Chris Bump, Rick Ackerman and Dubois & King on 7/26/2023 at 9 AM to document locations. Chris Bump to give Town some recommendations and Dubois and King would be finishing Phase 1 which would be a summarized documentation of each location.
Leyna reported WEC was working on poles on Upper Village Road and would contact Communications Entities so they could begin work. Worries are Communications won’t hasten their work. Board asked Leyna if Rick Ackerman could inquire about a timeline for that work completion.
Debris- Tracy to meet with Ceres and Tetra Teck on 7/26/2023 for debris pickup and might find out a “when” that will happen The Town needs to push out if persons has water in their basement to contact the Town. She has spoken with the EPA on Hazardous Household Waste and volunteered the Transfer Station as a housing site. The Town should strongly suggest persons bring their HHW to the Transfer Station but some prior prep must be done. Tracy to get cradle to grave process for this for FEMA documentation.
Bill noted one dumpster at Transfer Station full, the second half full, will be picking up debris from the Town Clerk’s Cellar tomorrow. Leyna reported she told Gayle to have the full one taken away.
Mold Remediation – Tracy stated she put a ticket in at the SEOC with specific technical questions she would like answers to. Kevin spoke to an 8 step process Waterbury uses and would like to see it put on the website. Discussion followed on how to best proceed with mold remediation procedures.
Jesse noted there were around 70 volunteers coming on 7/26/2023 to continue cleaning houses out. Houses were identified that they would be trying to clean and reaching out to more.
Kevin tasked with procurement of supplies for mold remediation, which includes spray bottles, sponges, vinegar and baking soda. Hopefully much of it would be donated.
** Action** Leyna moved to authorize Kevin Marshia to expend up to $3,000.00 on mold mitigation supplies. Bill seconded the motion. All were in favor, motion passed.
**Action** Leyna moved to approve orders. Bill seconded the motion. All were in favor, motion passed.
Future Agenda Items-
Transfer Station, DRB, Flood Recovery, Permits if any, Approve orders, Executive Session if any.
Brush Hogging Transfer Station/ Town Garage-
Leyna reported that brush hogging the Transfer Station is done annually and is required as part of our State Permit and the Town Garage has an area that is brush hogged annually as well. The costs are in the budget and Paul Osgood usually does it for the Town. She just wanted the Board to okay Rick scheduling this. Board is in favor of Rick going forward.
**Action** Jesse move to adjourn the meeting at 9:03 PM Bill seconded the motion. All were in favor, the motion passed.