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.

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

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