Meeting Minutes

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Chelsea Selectboard Meeting Minutes, July 25, 2023

ByJesse Kay

Board Attendance: Kevin Marshia, Kelly Lyford, Leyna Hoyt, Jesse Brinkman, Bill Lyon.

Other attendees: Karen Lathrop, Gayle Durkee, Tracy Simon and Susan Turner

Meeting –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

Treasurer –

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.

Approve Orders-

**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.

Adjourn –

**Action** Jesse move to adjourn the meeting at 9:03 PM Bill seconded the motion. All were in favor, the motion passed.

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Chelsea Selectboard Meeting Minutes, July 18, 2023

ByPatty Swahn

Board Attendance: Jesse Kay, Kelly Lyford, Kevin Marshia, Leyna Hoyt,
William (Billy) Lyon, Patty Swahn, Board Administrative Assistant
Other Attendees: Tracy Simon -Emergency Management Director, Gayle Durkee, Karen Lathrop, Rick Ackerman, Bernard (Snook) Downing, Dave Conger, Pastor Bill Smith, Charles Gooding

Meeting –
The meeting was called to order at 6:30 pm by Kevin.
Conflict of Interest – No conflict of interest
Additions to the agenda – Access Permit, Reimbursement for paving

Permits – Richard Lyford property owner and Samuel Lincoln, Logger, Highway Access Permit on Hall Road. Kelly recused herself from the vote. Leyna moved to approve the application for the permit, William Lyon seconded, no discussion, all approved.

Pike Paving, East Randolph Road – reimbursement–
Municipality cost; $379,148.8
We’re expecting a portion of this will be reimbursed.

Flood Recovery:

Debris: Learned through a situational update meeting that the Town is under the burden to remove trash and debris from flood, FEMA will cover 75% if the debris is disposed of properly. Household hazmat will be picked up separately, GPS and photos have been done for each pile.

Bill moved to utilize the two roll off dumpsters that were delivered earlier this week at the Transfer Station, on Thursday, July 20th to collect flood debris. Leyna second, all in favor, motioned passed

Recovery Phase: Orange County, and therefore Chelsea, is not currently on the federal disaster declaration list. This is a two-part federal declaration; one part is for the roads, and Orange County has been declared for that. The second piece is a declaration for personal property damage, and that is the piece that will help support our citizens.

The board and Emergency Management Director Tracy, explained to residents the importance call 211 to report flood damage; Registering with 211 does not commit you to continue to file for assistance but allows for an accurate reporting of all property damage to individuals and to business’ in Orange County. This is the documentation needed to support a disaster declaration.

Division of Public Safety – Fire Marshalls have briefly inspected the electrical components of several homes that were damaged in the floods. Homes were cleared to be “occupied” if all set or were given a yellow placard that provides instructions on the next steps for the homeowners and landlord, to ensure that their power is safe.

Jesse to reach out to Chelsea Librarian to request use of library to help community members navigate 211 through the public computers.

Roads:
Temporary fixes have been made to the roads by Rick, John Tilton, and Paul Beede, highway employees.
Proposal by Kevin to authorize the Selectboard to go into contract with
Dubois and King, Inc. The first phase will be doing GPS of the flood damaged roads, assessment of damage, documentation with pictures of damage. Assess the slopes (mud slides) to see if they are FEMA eligible.
Kelly moved to contract with Dubois and King under our emergency procurement policy to begin work. Leyna second. The motion was amended to include an amount not to exceed $10,000 for the First Phase. Seconded. All approved.
Kevin will work with Dave Conger of Dubois and King on the contract.

Town Buildings:
Karen to purchase a HEPA filter for Town Clerk Office.

Brian, who is the insurance adjuster for Vermont Leagues of City and Towns assessed the damage to the basement of the Town Hall, he measured the basement and photographed the pellets, pellet furnace and oil furnace. He will send his documents to the assigned insurance agent at VLCT.

Irving Oil will arrive on Wednesday to inspect the oil furnace.

Flood Recovery Financial:
Pastor Bill Smith reported there have been monetary donations being sent to our two churches to help Chelsea with community needs relating to the flood. Gayle to reach out to Mascoma Bank, Bill and Errol Hinton, the Pastor at the Congregational Church to help establish a fund.

A $200,000 short term loan was secured from Mascoma Bank to be used as needed for Flood Recovery that the town may need. Leyna motioned to approve. Jesse second. All in favor, aye’s have it and the motion is approved.

Approval of Orders – Jesse motioned to approve all Orders of the night, there was not a second. All approve – “aye”, so moved, all orders of the night were approved by all.

Future Agendas –
Flood Recovery
Development Review Board
Chelsea Public Library
Logging Contract
Credit Card/Online Payments
Tax Rate

Executive Session – No Executive Session
Adjourn – Kevin made a motion to adjourn. Leyna seconded. The meeting adjourned at 8:44 pm

Chelsea Selectboard Meeting Tuesday, July 18, 2023, 6:30pm Chelsea Town Hall
DRAFT

Board Attendance: Jesse Kay, Kelly Lyford, Kevin Marshia, Leyna Hoyt,
William (Billy) Lyon, Patty Swahn, Board Administrative Assistant
Other Attendees: Tracy Simon -Emergency Management Director, Gayle Durkee, Karen Lathrop, Rick Ackerman, Bernard (Snook) Downing, Dave Conger, Pastor Bill Smith, Charles Gooding

Meeting –
The meeting was called to order at 6:30 pm by Kevin.
Conflict of Interest – No conflict of interest
Additions to the agenda – Access Permit, Reimbursement for paving

Permits – Richard Lyford property owner and Samuel Lincoln, Logger, Highway Access Permit on Hall Road. Kelly recused herself from the vote. Leyna moved to approve the application for the permit, William Lyon seconded, no discussion, all approved.

Pike Paving, East Randolph Road – reimbursement–
Municipality cost; $379,148.8
We’re expecting a portion of this will be reimbursed.

Flood Recovery:

Debris: Learned through a situational update meeting that the Town is under the burden to remove trash and debris from flood, FEMA will cover 75% if the debris is disposed of properly. Household hazmat will be picked up separately, GPS and photos have been done for each pile.

Bill moved to utilize the two roll off dumpsters that were delivered earlier this week at the Transfer Station, on Thursday, July 20th to collect flood debris. Leyna second, all in favor, motioned passed

Recovery Phase: Orange County, and therefore Chelsea, is not currently on the federal disaster declaration list. This is a two-part federal declaration; one part is for the roads, and Orange County has been declared for that. The second piece is a declaration for personal property damage, and that is the piece that will help support our citizens.

The board and Emergency Management Director Tracy, explained to residents the importance call 211 to report flood damage; Registering with 211 does not commit you to continue to file for assistance but allows for an accurate reporting of all property damage to individuals and to business’ in Orange County. This is the documentation needed to support a disaster declaration.

Division of Public Safety – Fire Marshalls have briefly inspected the electrical components of several homes that were damaged in the floods. Homes were cleared to be “occupied” if all set or were given a yellow placard that provides instructions on the next steps for the homeowners and landlord, to ensure that their power is safe.

Jesse to reach out to Chelsea Librarian to request use of library to help community members navigate 211 through the public computers.

Roads:
Temporary fixes have been made to the roads by Rick, John Tilton, and Paul Beede, highway employees.
Proposal by Kevin to authorize the Selectboard to go into contract with
Dubois and King, Inc. The first phase will be doing GPS of the flood damaged roads, assessment of damage, documentation with pictures of damage. Assess the slopes (mud slides) to see if they are FEMA eligible.
Kelly moved to contract with Dubois and King under our emergency procurement policy to begin work. Leyna second. The motion was amended to include an amount not to exceed $10,000 for the First Phase. Seconded. All approved.
Kevin will work with Dave Conger of Dubois and King on the contract.

Town Buildings:
Karen to purchase a HEPA filter for Town Clerk Office.

Brian, who is the insurance adjuster for Vermont Leagues of City and Towns assessed the damage to the basement of the Town Hall, he measured the basement and photographed the pellets, pellet furnace and oil furnace. He will send his documents to the assigned insurance agent at VLCT.

Irving Oil will arrive on Wednesday to inspect the oil furnace.

Flood Recovery Financial:
Pastor Bill Smith reported there have been monetary donations being sent to our two churches to help Chelsea with community needs relating to the flood. Gayle to reach out to Mascoma Bank, Bill and Errol Hinton, the Pastor at the Congregational Church to help establish a fund.

A $200,000 short term loan was secured from Mascoma Bank to be used as needed for Flood Recovery that the town may need. Leyna motioned to approve. Jesse second. All in favor, aye’s have it and the motion is approved.

Approval of Orders – Jesse motioned to approve all Orders of the night, there was not a second. All approve – “aye”, so moved, all orders of the night were approved by all.

Future Agendas –
Flood Recovery
Development Review Board
Chelsea Public Library
Logging Contract
Credit Card/Online Payments
Tax Rate

Executive Session – No Executive Session
Adjourn – Kevin made a motion to adjourn. Leyna seconded. The meeting adjourned at 8:44 pm

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Chelsea Selectboard Emergency Meeting, Sunday, July 16, 2023

ByPatty Swahn

Chelsea Selectboard Meeting
Sunday, July 16, 2023, 5:00 pm
Chelsea Town Hall
Emergency Meeting

Kevin Marshia – Chair, Kelly Lyford – Vice Chair, Tracy Simon – Emergency Management Director, Jesse Kay, Leyna Hoyt, Kasey Peterson, Rick Ackerman, Gayle Durkee, Tracy Simon, Mike Whipple – Water/Sewer Contractor

Call meeting to order at 5:05 pm
Debris Management ~ Jesse Kay and Billy Lyon, will be working with Kasey Peterson to review regulations and work with the state on the program that is being set up to assist Vermont Towns in helping to manage the various types of debris.

Water Update ~ The Boil Water notice was lifted on 07/16/2023. Two of our wells were unaffected. We’re waiting to receive the results of the DW4, well, which was offline at the time of flood. The Pump house at that location has been damaged.

Sewer plant ~ flow has reduced and is almost back to typical capacity.

Road Updates ~ Upper Village Road Landslide – Will install markers as a form of tracking.

State Geologist will be meeting with Rick and Tracy on July 17, 2023, to review all locations of landslides for assessments.

Kevin will connect with Rita Seto to discuss next steps in moving forward.

East Randolph Road is a federal aid road. Rick will contact Chris Bump tomorrow to discuss that damage.

Photos – Need to download and label all photos to Google Drive.

The basement of the town hall flooded. Debris has been removed today. All furnaces were damaged along with pellet hopper. Kasey will work with Lyme Green to evaluate. Fans have been installed and are running. Karen will be asked to purchase an air conditioner for the town clerk’s office and to get it installed.

The Pedestrian Bridge located over the First Branch that crosses to Riverside Cemetery was lost during the flooding on July 10, 2023. It was located a short distance downstream, lodged across the river with debris caught behind it. We were advised by the SEOC to remove these things prior to Sunday night’s storm. This was removed Friday morning.

Insurance – The admin assistant is working with the insurance company to start a claim for our properties.

Federal Emergency Management Assistance – The initial property assessment team arrived in town yesterday and quickly reviewed the outside areas of several properties on Maple Avenue and Main Street.

We have many citizens that will need assistance with navigating the FEMA and state systems.

Multi Agency Response C. 9 – 5 Tracy will begin the coordination with this,
Request list from Fire Dept. of those basements that were pumped. 211 maps – Kelly will pursue the AHS aspect to see what support can be provided to citizens.

Gayle has secured a $200,000 line of credit and will oversee contracts. Kasey will assist Gayle with FEMA documentation. We will be adding a FEMA line item to the highway and general funds.

Kevin Marshia will work with Jesse Kay and Gayle Durkee on File naming for the documentation for each site.

Selectboard members, Emergency Services and the Emergency Management Director must document all hours be worked as responded. This information needs to be submitted to Gayle for tracking.

Leyna Hoyt made a motion to adjourn. Jesse Brinkman seconded. The meeting adjourned at 6:59 Pm.

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Special Selectboard Meeting Minutes (draft)

ByPatty Swahn

Special Selectboard Meeting Minutes (Draft)
July 1, 2023 – Chelsea Town Hall

Selectboard present: Kevin Marshia, Chair, Leyna Hoyt and William Lyon

  1. Call to Order – Kevin called the meeting to order at 8:02 AM
  2. Approve two permit requests for the Roberts-Gould Field
    Leyna motioned to approve the permit for the Chelsea Flea Market parking, Bill seconded. All approved the permit request.

Leyna motioned to approve the permit for First Branch Babe Ruth, Bill seconded.
All approved the permit request.

Leyna motioned to adjourn the meeting; Bill seconded.
Meeting was adjourned at 8:07 PM

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Selectboard Meeting Minutes, June 20, 2023

ByPatty Swahn

Chelsea Selectboard Meeting Tuesday, June 20, 2023, 6:30pm Chelsea Town Hall
DRAFT

Board Attendance: Jesse Kay, Kelly Lyford, Kevin Marshia, Leyna Hoyt,
William (Billy) Lyon, Patty Swahn, Board Administrative Assistant
Community Attendance: Pete Amber, Mark Lembke, Kate Willard, David Paganelli, Andy Pomerantz

Meeting –
The meeting was called to order at 6:32 pm by Kevin.
Conflict of Interest – No conflict of interest
Additions to the agenda – Access Permit, Jim and Susan Kay, Flea Market, Personal Policy, Water/Wastewater

Jesse moved to recess the meeting for 30 minutes for a walking tour of the common with Pete Amber, Seconded by Leyna. Selectboard meeting adjourned at 6:45 pm to begin walking tour with Pete Amber.
Selectboard reconvened at 7:14 pm.

Certified Arborist – Pete Amber – Pete walked with us around the common and suggested that the priorities are:
Removing dead limbs – can be done anytime.
Removing lower branches on limbs so that there is an 8-foot clearance.
Clear out trees around structures.
Clear out trees around signs.
Both parks have numerous trees that need to be removed. It’s best to do that in the winter as there is less impact on the park.

Orange County Forester Dave Paginelli–
Dave prepared a draft of the Chelsea Town Forest Stewardship Plan 2023-2025.
Town Forestry has worked with Chelsea since 1940.
Town of Chelsea has two parcels of town forest, the larger of the two is called the Laird Farm parcel and the smaller is called the George Tutherly parcel. Laird Farm is on both sides of Jenkins Brook Road, just before the town line with Vershire and George Tutherly is east of County Road halfway between Jenkins Brook Road and the Tunbridge Town line.

Stand 1 – Laird Farm – Forest type – Northern Hardwood – 109 acres
Stand 2 – Laird Farm – Forest type – Mixwood (25 – 65% softwood) 98 acres
Stand 3 – Laird Farm – Forest Type – Northern Hardwood – 81 acres
Stand 4 – Laird Farm – Forest Type – Softwood Plantation – 24 acres
Stand 5 – George Tutherly parcel – Forest Type – Northern Hardwood – 7.1 acres
Stand 6 – George Tutherly parcel – Forest Type – Regeneration – 15.53 acres

Public Comments – Phyllis Hayward has expressed concern of the upcoming VT 113 closure for culvert work Thetford/West Fairlee Town Line and the impact it will have on the Flea Market.

Approve Minutes – Leyna moved to approve the minutes from the June 6 meeting, with the edits from Kelly. Jesse seconded. All approved – “aye”, minutes were approved with edits.

Transfer Station – Jesse reached out Mr. Hamilton, Outreach Coordinator of Greater Upper Valley Solid Waste Management District for information what type of payment surrounding towns use for their transfer station/recycling center.
Jesse to pursue the logistics of implanting a ticket system for the Transfer Station.
Billy will ask surrounding towns regarding their budgets for Transfer Station and are they running into a deficit.

Grants – Kevin gave an update on the Sidewalk Project; the Town has received all the clearances needed for the Sidewalk project from VTrans. Kevin to schedule a meeting for next Friday with Rick, Mike Whipple, Chris Paul, and Mike Avery to go over the water and sewer lines and the shut off.

Highway Department:
John has a lot of the chervil mowed.
10-wheeler needed to go Lucky’s to reprogram the transmission, Rick didn’t like how it was downshifting.
The Selectboard will address the process for temporary permit access for logging.
Leyna went over the evaluation of the loader, estimated cost of replacing the radiator, $7,502.98, estimated cost of replacing seals, gaskets in cover housing, $7,223.76.
Next steps – service loader and review Town Capital Equipment Fund.

Permits – James and Susan Kay Highway Access Permit, Jesse recused herself from the vote. Leyna motioned to approve the Access Permit for James and Susan Kay, Bill seconded, all in favor – “aye”, all approved, and the motion was passed to approve the Access Permit for James and Susan Kay.

Phyllis Hayward for United Church of Chelsea Ice Cream Social on the North Common, August 12. Jesse motioned for approval, Leyna Seconded, all in favor – “aye”, all approved, and the motion was passed to approve the permit for United Church of Chelsea.

Phyllis Hayward for United Church of Chelsea, closure of road in front of Church for July 2 outdoor Church service, Kevin to have conversation with Phyllis on how this has been done in the past. Leyna motioned to approve of Kevin having a conversation with Phyllis, Bill seconded, all in favor – “aye”, motion was approved, and Kevin will contact Phyllis.

Website – Jesse asked for the Board Members opinion about adding businesses on the
Town website, Bill agreed to this, as this may help draw people to the Town. Jesse reached out to VCLT to see about adding businesses to the Town website is legal, and it is fine to do so. Need to set a policy or procedure to put in place.
Jesse to contact Kasey regarding the Department tab on the website, as not everything on there is functioning yet.

Planning Commission – The Planning Commission is moving forward.

Additions to Agenda –
Sewer Plant inspection, two things that really need addressing, Pump Station and Chlorine room. Kevin and Kelly to talk with Mike about the SCADA System.
Mike sends Kevin and Kelly a weekly report on what was done during the week.

Concerns from Phyllis Hayward regarding the closure of Route 113 in Fairlee/Thetford town line, as this coincides with the Flea Market. Action to be taken by the Selectboard to send a letter to VTrans for reconsider and alternative date for the closure. Kevin and Kelly to prepare the letter.

Personnel Policy, Kelly reviewed some of the changes that have been made to the Personal Policy, everything highlighted is new content, bringing the policy up to statute. Plan to get the Personal Policy to all Town Employees for their review and make time to meet with employees to receive their feedback. Additional work still needs to be done.

Approval of Orders – Jesse motioned to approve all Orders of the night, there was not a second. All approve – “aye”, so moved, all orders of the night were approved by all.

Future Agendas –
Town Forrest
ARPA
Orange County Sherriff
Development Review Board
Budget review with Gayle
Capital Equipment Fund
Arts Community

Selectboard agreed to not hold their regular meeting on Tuesday, July 4, and will meet again on Tuesday, July 18.

Executive Session – No Executive Session
Adjourn – Leyna motioned to adjourn the meeting at 9:52 pm, Jesse seconded, all agreed to adjourn the meeting.

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Selectboard Minutes, June 6, 2023

ByPatty Swahn

Chelsea Selectboard Meeting Tuesday, June 6, 2023, 6:30pm Chelsea Town Hall

Revised with edits

Board Attendance: Jesse Kay, Kelly Lyford, Kevin Marshia, Leyna Hoyt,

William (Billy) Lyon, Patty Swahn, Board Administrative Assistant

Community Attendance: Kristianne Gale, Snook Downing

 

Meeting –

The meeting was called to order at 6:321 pm by Kevin

Conflict of Interest – No conflict of interest

Additions to the agenda – No additions to the agenda

Public Comments – No Public Comments

Approve Minutes – Leyna moved to accept the minutes from the May 30 meeting, Jesse seconded.  All present members of the board approved to accept the May 30 meeting minutes.

Grants – Kevin gave an update on the Sidewalk Project, with the lowest bid coming in below the estimated cost to perform the work, Kevin reached out to Jon Lemieux at VTrans to request a re-evaluation from VTrans Environmental Section requirements in extending the sidewalk from 85 feet north to 235 feet north of the fire station driveway and from 25 feet south to 175 feet south of the fire station driveway. 

Kelly attended an EPA Grant administration webinar training on the application process, for the Congressionally directed grant received for the pump station.  This will entail submitting multiple documents and we need to do work on our policies.

Highway Department:

General Updates.

Roadside mowing – Rick has the Vershire mower, John has started mowing the chervil on Bobbinshop Road.  Rick has received a quote on repairs for the loader.

Paving Update –

Pike has completed the paving project of the East Randolph Road.

Permits –

New Creation Fellowship – Chelsea Senior 2023 Recognition, June 20, Kelly motioned to accept the permit from NCF, Jesse second, there was no discussion, all approve in favor, and the permit was approved.

New Creation Fellowship – Community Patriotic Worship Service, July 2.  Leyna motioned to accept the permit from NCF, Jesse second, there was no discussion, all approve in favor, and the permit was approved.

Website – Jesse reported the first meeting of the Website Community input was successful.  Jesse has given the Town website a logo, redesigned some of the colors and re-organized the subjects.

Planning Commission –

Chelsea Selectboard Meeting Tuesday, June 6, 2023, 6:30pm Chelsea Town Hall
DRAFT

Board Attendance: Jesse Kay, Kelly Lyford, Kevin Marshia, Leyna Hoyt,
William (Billy) Lyon, Patty Swahn, Board Administrative Assistant
Community Attendance: Kristianne Gale, Snook Downing

Meeting –
The meeting was called to order at 6:321 pm by Kevin, Chair
Conflict of Interest – No conflict of interest
Additions to the agenda – No additions to the agenda
Public Comments – No Public Comments
Approve Minutes – Leyna moved to accept the minutes from the May 30 meeting, Jesse seconded. All present members of the board approved to accept the May 30 meeting minutes.

Grants – Kevin gave an update on the Sidewalk Project, with the lowest bid coming in below the estimated cost to perform the work, Kevin reached out to Jon Lemieux at VTrans to request a re-evaluation from VTrans Environmental Section requirements in extending the sidewalk from 85 feet north to 235 feet north of the fire station driveway and from 25 feet south to 175 feet south of the fire station driveway.

Kelly attended an EPA Grant webinar training on the application process, submitting documents.

Highway Department:
General Updates.
Roadside mowing – Rick has the Vershire mower, John has started mowing the chervil on Bobbinshop Road. Rick has received a quote on repairs for the loader.

Paving Update –
Pike has completed the paving project of the East Randolph Road.

Permits –
New Creation Fellowship – Chelsea Senior 2023 Recognition, June 20, Kelly motioned to accept the permit from NCF, Jesse second, there was no discussion, all approve in favor, and the permit was approved.

New Creation Fellowship – Community Patriotic Worship Service, July 2. Leyna motioned to accept the permit from NCF, Jesse second, there was no discussion, all approve in favor, and the permit was approved.

Website – Jesse reported the first meeting of the Website Community was successful. Jesse has given the Town website a logo, redesigned some of the colors and re-organized the subjects.

Planning Commission – Planning Commission had 5 of the 7 members in attendance at their June 1 meeting, Bob Brannan was elected Chair. Sydney Steinle of Two Rivers Ottaquechee attended the meeting, Sydney will guide the Planning Commission with the Town Plan.

Transfer Station – A discussion was had on going to a Transfer Station ticket system for trash bags, further research is needed on the logistics of having a Transfer Station Ticket System. Jesse and Bill will contact the Central Vermont Solid Waste Management District for guidance on the cashless system. Bill and Jesse will work with Snook and Kristianne. Snook to track the contents of the construction dumpster each Saturday, beginning with the delivery of the fresh dumpster.
Jesse will investigate the regulation for pine sawdust for the compost pile.
Bill to talk with Rick about elevating the little building. The phone for the little building does not work.
Kristianne asked about having backup for her and Snook on the chance they both are sick. Leyna will talk with Rick about highway personnel being Snook and Kristianne’s back up in case of emergencies.
Selectboard to ask neighboring towns their prices, days, and hours of their Transfer Stations.

Approval of Orders – Leyna made the motion to accept and approve all the Orders, Jesse second. Will called for a discussion on the charge for metals, Bill to talk with Gayle for further information.
All in favor, all yes, orders were approved.

Future Agendas –
Pete Amber – Tour of the Commons on June 20
Transfer Station Update– June 20
Town Forest
Art Community
Capital Plan
July agenda

Additions to Agenda – Kelly reported that the AT&T cell tower has been installed.

Executive Session – No Executive Session

Adjourn – Leyna motioned to adjourn the meeting at 7:57 pm, Jese seconded, all agreed to adjourn the meeting.

Transfer Station – A discussion was had on going to a Transfer Station ticket system for trash bags, further research is needed on the logistics of having a Transfer Station Ticket System.  Jesse and Bill will contact the Central Vermont Solid Waste Management District for guidance on the cashless system.  Bill and Jesse will work with Snook and Kristianne. Snook to track the contents of the construction dumpster each Saturday. 

Jesse will investigate the regulation for pine sawdust for the compost pile.

Bill to talk with Rick about elevating the little building.  The phone for the little building does not work.

Kristianne asked about having backup for her and Snook on the chance they both are sick.  Leyna will talk with Rick about highway personnel being Snook and Kristianne’s back up.

Selectboard to ask neighboring towns their prices, days, and hours of their Transfer Stations.

Approval of Orders – Leyna made the motion to accept and approve all the Orders, Jesse second.  Will called for a discussion on the charge for metals, Bill to talk with Gayle for further information.

All in favor, all yes, orders were approved.

Future Agendas – 

Pete Amber – Tour of the Commons on June 20

Transfer Station Update– June 20

Town Forest

Art Community

Capital Plan

July agenda

Additions to Agenda – Kelly reported that the new cell tower on Beacon Hill has been installed.

Executive Session –   No Executive Session

Adjourn – Leyna motioned to adjourn the meeting at 7:57 pm, Jese seconded, all agreed to adjourn the meeting.

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Selectboard Meeting Minutes, May 30, 2023

ByPatty Swahn

Chelsea Selectboard Meeting Tuesday, May 30, 2023, 6:30pm Chelsea Town Hall
DRAFT

Board Attendance: Leyna Hoyt, (Absent) Jesse Kay, Kelly Lyford – Vice Chair, William (Billy) Lyon, Patty Swahn, Board Administrative Assistant
Community Attendance: Gregg Herrin, Gayle Durkee (Treasurer), Karen Lathrop (Town Clerk) Kasey Peterson (Grant Writer), Rick Ackerman (Road Foreman), Bob Childs, Mark Willard
Meeting –
The meeting was called to order at 6:32 pm by Kelly Lyford, Vice Chair
Conflict of Interest – None
Additions to the agenda – Robert Childs
Public Comments – No Public Comments
Approve Minutes – Jesse moved to accept the minutes from the May 16 meeting, Bill second the move. All present members of the board approved to accept the May 16 meeting minutes.
Emerald Ash Borer – Mark gave a discussion on Emerald Ash Borer. Mark recommends to start thinking about helping with any problems
SIGNS AND SYMPTOMS OF EAB
Adult beetles emerge in late May/early June.
Bark splitting 
S-shaped tunnels behind outer bark
D-shaped exit holes 1/8″ wide on bark surface
Woodpecker flecking
Dead top branches of ash trees
Leafy offshoots from the lower trunk of ash trees

Pete Ember was not available to attend and has been rescheduled for June 6 SB meeting.
Recreation Committee – John Parker gave the Board an overview of Heath Field. The building of Heath Field began in 1996 and finished in 2000. $100,000 was raised for the maintenance of Heath Field and created a Perpetual Care Foundation through Vermont Community Fund. The Fund has grown to #161,000. Rec. Committee is allowed to take up to 5% to 6% of the Perpetual Care Fund for the maintenance of Heath Field. John asked the SB if the Town would continue to pay for the lights by the skating rink, plowing the road to skating rink and trash pickup.

Unlicensed Dog List- Karen reported there are 19 dogs that are unlicensed and 188 that are licensed. Karen has called and emailed each owner, left messages as well. She will wait until the end of June to send out a second notice by postcard to the owners of the unlicensed dogs.

Budget overview – Gayle gave a highlight of the Town Budget to the Selectboard Members.

ARPA General Discussion – Kelly wants to get the Board thinking about accepting the recommendation to apply the ARPA money to our operating budget, which is allowed, or something similar, that if we don’t follow the information that has been pushed at us to offset our expenses, then we will be subjected to managing each project that we choose with an eye needing to be fully in compliance and reporting out with each project that we do.

If we apply the money the way they are encouraging, we only need to submit it once to meet the regulatory requirements of the grant.  Then, we can take the additional money that we then have to us to use for these projects that don’t need to be run through the ARPA regulations. 

Grants – Sam.gov is all set. Jesse and Kasey are waiting to hear from Harry Falconer of TRORC on energy assessments for the Town Garage and Town Hall.

Water/Wastewater Dept. – A proposed contract by the SB has been accepted and will begin on June 1, 2023. A motion was made by Jesse to accept the proposed contract, Bill seconded the motion, there was no discussion, the contract was approved by all with no nays.

Highway Department:
General Updates.
John Titlton has accepted the position of Highway Maintenance Employee, employment date is June 5, 2023
Roadside mowing, Ric will contact Vershire regarding their timeline for roadside mowing.

Paving Update –
Ric stated that paving has begun on the East Randolph Road

Sidewalk Bid Update: Kevin to discuss this with the Board in an Executive Session

Permits – Chelsea Area Senior Center Croquet Club – Jesse moved to approve the use of the Village Green on Tuesdays and/or Thursdays 1-3 pm, Bill seconded the motion, all approved the Permit.

Chelsea Public School – use of the Village Green for 8th Grade Graduation on Monday, June 19. Jesse moved to accept the permit for the use of the Village Green on June 19, Bill seconded the motion, all approved the Permit.
Website – Jesse and Kasey provided an update on the website. PDF files can not be loaded into WordPress, copy, and paste documents from Word into WordPad before uploading to the website.

Approval of Orders – Kelly moved to approve all orders presented to the Board, Jesse seconded the motion, there was no discussion. All in favor with no one opposing. The Orders were approved by all members of the SelectBoard.

Future Agendas –
Pete Amber – Tour of the Commons on June 13
Transfer Station – June 6
Town Forest
Art Community
ARPA – Andy
Sherriff Contois

Additions to Agenda – Bob Childs spoke to the Board regarding Policing Issues. Bob gave the Board a printed Emergency Responders Spreadsheet from March 2022 through February 2023. Bob noted that 28% of the crime goes unreported. Chelsea, Tunbridge and Vershire to come together for a plan on Policing for the three communities.

Executive Session – Jesse motioned to enter the Executive Session at 8:56 pm, Bill seconded this motion. The board entered Executive Session to discuss the Sidewalk Project bids. Jesse recused herself from the Sidewalk Project discussion.
The Board exited the Executive Session at 9:15 pm.

Adjourn – Jesse motioned to adjourn the meeting at 9:17 pm, Bill seconded this motion. All agree to adjourn the meeting.

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Selectboard Meeting Minutes 5-16-2023

ByPatty Swahn

Chelsea Selectboard Meeting Tuesday, May 16, 2023, 6:30pm Chelsea Town Hall

DRAFT

Board Attendance: Leyna Hoyt, Jesse Kay, Kelly Lyford – Vice Chair, William (Billy) Lyon,  Patty Swahn, Board Administrative Assistant

Community Attendance: Gregg Herrin, Bill Smith, Jr -Pastor, Gayle Durkee (Treasurer), Kasey Peterson.

Guest Presenter:  Harry Falconer, TRORC

Meeting –

The meeting was called to order at 6:31 pm by Kelly Lyford, Vice Chair

Conflict of Interest – None

Additions to the agenda –

Planning Commission Appointment

Orders

Public Comments –

No public comments

Approve Minutes –

Leyna made a motion to approve the May, 2 minutes with edits to add Sidewalk Project and mowing bids to the minutes, the motion was seconded by Jesse.  All ayes. So, moved.  May 2 minutes were approved.

MERP Program: Harry Falconer, TRORC presented a presentation on Municipal Energy Resilience Program. One program, three opportunities, Community Capacity Building “Mini-Grants”, Municipal Building Energy Assessments, Project Implementation Grants.  Suggested Mini-Grant uses; start a local energy committee, hire a grant writer, and host a community energy fair. Project Implementation Grants: up to $500,000 each, can be used as a local match for other grants, including ARPA, eligible work includes, weatherization, insulation, heating system conversion/fuel switching, hot water system upgrades/fuel switching.  Kelly asked Patty to put a notice out to the community for interest in fulfilling seats on the Energy Board.

Treasurer – Gayle presented to the Selectboard to invest a total of $652,000 into a 6 Month CD at 4.5% APY, invest $250,000 from the General Fund into a 6 Month CD at 4.5% APY. 

Town Hall Renovation$45,000.00$1,.722$ 336.24
Equipment Fund$125,000.00$5,865$ 934.01
Sewer Sinking Fund$155,000.00$ 7,431$1,158.17
Water Sinking Fund$190,000.00$6,529$ 1,419.70
Roberts Poor Fund$50,000.00$ 11,150$    373.60
Reappraisal Fund$75,000.00$2,250$    560.41
Record Restoration$12,000.00$ 1,898$     89.67
Total CD 4.5%$652,000.00 
Total Interest Difference$ 14,508.57  $9,636.77$4,871.80
General Fund Total CD 4.5%$250 000.00 $2i.0,000.00$415,815$1,868.02
Total interest Difference$    5,563.10    $3,695.08 

Jesse moved to approve Gayle’s request to move investments into two 4.5% APY CD’s, Leyna seconded the motion.  All ayes. So, moved.

Grants –

Kelly and Kasey signed up for two EPA Grant webinars.  Kasey will work with Jesse on Energy Grants and Audits.

Highway Department:

General Updates.

Leyna gave an update on the loader and grader.  The loader has been evaluated by CA, the loader is 23 years of age, low in hours for the age.  CAT will be doing maintenance on the grader next week.  Ric has finished grading.

Paving Update –

Waiting to hear from Pike about a paving date.

Water/Wastewater Contract update:  Kelly gave an update on the Water/Wastewater Contract, the contract is moving in the right direction.

Permits – None

Pastor Bill Smith gave an information on the Bounce House. The Bounce House is 13X13, 6 children can be inside at one time, New Creation Fellowship will have a Parents sign a waiver before their child(ren) enter the Bounce House.  The New Creation Fellowship will have the Bounce House on Friday, May 25 Farmers Market.

Google Meet Owl Microphone:  Jesse talked about the sound quality with Owl, the sound is a little unbalanced. Discussion on setting up on the Stage to see if acoustics are better.  Jess researched an additional microphone for the Owl, the cost will be $250.

Planning Commission:  Kelly and Bill gave an update from the Planning Commission meeting that was held on May 4.

Gregg Herrin and Shenia Covey are interested in being on the Planning Commission Committee.

Jesse moved to appoint Gregg Herrin and Shenia Covey to the Planning Commission Committee, Leyna seconded the motion.  All ayed.  Gregg Herrin and Shenia Covey have been appointed to the Planning Commission Committee.

Future Agendas –

Gayle Durkee – Budget

Mark Lembke (Emerald Ash Borer) Town Forester

Pete Amber (Trees on the Commons)

Water/Wastewater

Capital Plan

Sidewalk Bid Update

John Parker

Approve Orders –

 Leyna moved to approve all Orders; Bill seconded the move.  All ayed.  Orders were approved for the night.

Executive Session – Leyna moved to enter Executive Session at 7:50 pm to discuss Highway Maintenance position and Personnel Policy.  Leyna invited Patty to attend the Executive Session.

Executive Session ended at 8:29 pm

Adjourn – Kelly moved to adjourn the meeting.  All ayed.  Meeting was adjourned at 8:32 pm

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Selectboard Meeting Minutes 5-2-2023

ByPatty Swahn

Chelsea Selectboard Meeting Tuesday, May 2, 2023, 6:30pm Chelsea Town Hall

Board Attendance: Leyna Hoyt, Jesse Kay, Kelly Lyford – Vice Chair, William (Billy) Lyon, Kevin Marshia – Chair

The meeting was called to order at 6:30 pm by Kevin Marshia, Chair

Conflict of Interest –

Kevin Marshia recused himself from one permit, Jesse Kay to recused herself from Project Sidewalk bids

Additions to the agenda –

Website

R. Colby Permit

Public Comments –

No Public comments

Approve Minutes –

April 18, 2023 – Jesse Kay motioned to have the April 18 minutes approved, Leyna Hoyt seconded this motion, no discussion needed for approval of minutes. All agreed to accept the minutes for April 18.  Minutes approved by all members.

April 20, 2023 – Lenya Hoyt motioned to have the April 20 minutes approved, Jesse Kay seconded this motion, no discussion needed for approval of minutes. All agreed to accept the minutes for April 20.  Minutes approved by all members.

April 30, 2023 – Leyna Hoyt motioned to have the April 30 Special Selectboard meeting minutes approved, William Lyon seconded this motion, no discussion needed for approval of minutes for April 30. Minutes approved by all members.

ARPA Fund Discussion –  Andy Pomerantz, Chris Byrne

Andy presented a list of suggestions for use of ARPA money that was gathered in September 20, 2022.

This was a discussion on how we move forward with ARPA funding. 

Path moving forward:

Send the ARPA suggestion list to Rita at Two Rivers-Ottauechee Regional Commission

Have some perimeters-narrow down the list, address some of the infrastructures.

Mail out a survey to the community for suggestions the community would like to see the ARPA funds used for. Chris will be in touch with Corinth to ask how they put together an ARPA survey.

Have a public meeting to discuss the survey outcome.

Kevin Marshia asked Andy and Chris to stay on the ARPA committee to continue helping the Selectboard with ARPA funding.

Leyna Hoyt will contact TRORC for guidance on ARPA.

Listserv –  Andy Pomerantz, Chris Byrne

Key rules:

At this time this is not a forum for advertising services, products or events outside of Chelsea and the immediate local area (Tunbridge, Vershire, Washington and Corinth).

– Postings should be on issues and events primarily affecting Chelsea. This isn’t the venue for Orange County or state-wide issues.

– No anonymous posts. Your email address often isn’t enough for people to know who you are, so do sign your name or be sure you have entered it when you signed up.

– To get the best participation from the most people, we need to keep the tone of posts respectful. This is a place for ideas or publicizing local events and opportunities.  Personal attacks can get a subscriber kicked off, and uncivil tone will likely inspire a conversation with the moderator at the very least. Posts that don’t belong will be removed from the archive and you will be blocked from further posting.

Andy asked the question to the Selectboard would they use the Listserv for another communication tool, Andy would post the SB meeting minutes and agendas.

Listserv should be moderated, with a response as to what is your interest in Chelsea to help eliminate spammers.  Moderator would also screen

SB unanimously agreed to use listserv as another PUSH communication tool.

Bid Openings –

Mowing:

The Board received four bids on the town mowing.

Farnham Lawncare, Barre – $980 (per week)

Orange County Property Maintenance LLC, Williamstown – No final total was given.

Jerf’s Lawncare, Granitville – $21,665

Ronjon’s Lawn and Landscape, Chelsea –  $ 13,985

The Board Tabled the mowing bid, until they could have a better understanding of the bids.

Jesse Kay broke down each bidder bid by each property, service, per cut price into a spreadsheet, this provided a clearer understanding of each bid.

Returned to the mowing bids after tabling for clarification on the breakdown of each bid.

After reviewing the numbers, Leyna Hoyt made a motion to accept Ronjons’s Lawn and Landscaping bid for mowing. Leyna Hoyt amened the motion to remove the new Town Garage and accept weekly total of $625 and doing the Chelsea 113 sign bi-weekly and Two Commons bi-weekly after Flea Market, William  Lyon seconded the motion, Leyna Hoyt asked Ron Johnson what day a week he would be mowing, Ron Johnson responded that it would be broken into two days, Tuesday start and Wednesday finish, which could vary week to week due to weather.  No further discussion, all Board Members approved the motion.  Ron Johnson was awarded the contract for mowing.

Sidewalk Project –

The Select Board received 5 Bids for the VT110 Sidewalk Project.

Waters Excavation – Perkinsville, VT – $40,868

Galfetti Excavation – Washington, VT – $35,375.25

Workers LLC – Norwich, CT – $31,970

Avery Excavation – Williamstown, VT – $30,677

Northwoods Excavation – Thetford Center, VT –  $45,350

Kevin Marshia will reach out to the contractors for follow-up and clarification of bids, to compare the bids equally, to check references of the contractors.   

Rice Property update:

Kevin Marshia, Leyna Hoyt and Rick Ackerman met John Rice

Kevin suggested amending the existing permit.

Leyna Hoyt motioned to amend the Rice’s permit for the Rices to add material the existing roadbed, replacement up to three culverts, ditching and with the oversight of Rick Ackerman, no further discussion was had, the motion was seconded by Jesse Kay, all members of the board were in favor.  The motion was approved.

Grants –

Kevin Marshia, Kelly Lyford, Kasey Peterson to meet with EPA representative to better understand the EPA grant for the Pump Station.

Highway Department:

General Updates.

Rick Ackerman needs to order tires for Paul’s truck.

Replaced a culvert on the Williamstown Road.

Scheduling interviews for Highway Maintenance Position

Paving Update –

Waiting to hear from Pike about a paving date.

Water/Wastewater Contract update:

Kevin Marshia received an email at 4:19 pm on Saturday from Nate Billings, saying he unfortunately he didn’t feel he was able to move forward with the contract as proposed.  Mike Whipple is giving serious consideration if he can work within the same contract confines. Mike Whipple will reach his decision in the next week or two.  Depending on Mike Whipple’s decision, Kevin Marshia might recommend to the Board they immediately need to put out an RFP for contract services, a position description to hire a town employee.

Permits –

Roberts – Gould request for Women’s summer softball – Courtney Maxham,  (Queen Bees), need to follow up with Courtney to see if this is the correct field they are playing on.

Richard Colby –    Access Permit off the Wright’s place.

William Lyon made a motion to approve the permit for access of the Whitcomb’s place road, Jesse Kay seconded the motion to approve the permit.  All approved the motion and the permit approved.

Website – Jesse Kay provided an update on the Town of Chelsea’s new website.  The new website is officially up and running, Jesse is asking the Community for pictures they would like to share to the new website.

Future Agendas –

Harry Falconer- Planner – TRORC, MERP program

Gayle Durkee – Budget (keep on agenda for every meaning)

Mark Lembke and Pete Amber (Emerald Ash Borer and trees on the green)

Water/Wastewater

Approve Orders –

 Jesse Kay motioned to approve all orders, Leyna Hoyt seconded this motion, all orders were approved unanimously.

Executive Session – None

Adjorn – 

Kevin Marshia motioned for the adjournment of the SB meeting, all members were in favor, meeting adjourned at 9:18pm

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Special Selectboard Meeting – Apr 20, 2023

ByPatty Swahn

Special Selectboard Meeting Thursday, April 20, 2023 6:30 pm
Chelsea Town Hall
Selectboard Members Present: Kelly Lyford – Vice Chair; Leyna Hoyt, Jesse Kay
The meeting was called to order at 6:31 pm.
Jesse moved to enter Executive Session for personnel. Leyna seconded. All approved. Moved to Executive Session at 6:31 pm.
Jesse moved to exit Exited Executive for personnel. Leyna seconded. All approved. Exited Executive Session at 8:19 pm.
The Board directed Leyna and Kevin to arrange for interviews for Highway Maintenance Worker as soon as possible, with Leyna arranging interviews.
The Board will make edits to the Personnel Policy Leave Time for adoption at the next meeting.
Jesse moved to adjourn. Leyna seconded. All approved. Meeting adjourned at 8:21 pm.