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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 Meeting Agenda, July 25, 2023

ByPatty Swahn

Chelsea Selectboard Meeting Agenda
Tuesday, July 25, 2023, 6:30pm
Chelsea Town Hall

  1. Call meeting to order.
  2. Conflict of interest disclosure
  3. Additions to the agenda
  4. Public Comments
  5. Chelsea Public Library- approve two new trustees
  6. Development Review Board
  7. Treasurer – Tax rate, credit card/online payments
  8. Development Review Board
  9. Flood Recovery
  10. Permits – Use of Town Green, Chelsea Public Library Annular Solar Eclipse viewing party. Event date October 14, 10 a.m. -3:30 p.m.
  11. Logging Contract
  12. Approve orders
  13. Future Agenda items for August
  14. Executive Session
  15. Adjourn
    Links to join the Selectboard Meeting
    https://meet.google.com/fwf-ayyb-acq
    https://www.youtube.com/@ChelseaVTSelectboardOfficial/streams

Chelsea Needs Your Help

ByTierney Farago

Why?

For Chelsea residents to receive reimbursement for storm-related expenses, Orange County must be included in the Presidential major disaster declaration for Vermont. Orange County has not yet been included.

IT IS CRITICAL that you report damage to 2-1-1 to help get Orange County included in the disaster declaration for Vermont. The more forms filled out, the greater chance that we will have enough to qualify for FEMA assistance.

Reporting DOES NOT obligate the property owner to take any further action.

WHAT?

•          Any structural damage

•          Internal damage- wet sheetrock, water-damaged belongings, etc.

•          Property damage to fencing, vehicles, appliances, etc.

•          Washed-out driveway

HOW?

Individuals:

Report all damage to Vermont 211 by dialing 2-1-1 or visiting www.vermont211.org

Businesses:

If your business or non-profit has sustained damage from the flood, please file a report here: https://vermont211.org/business-form#Business%20Form

If you need assistance reporting, please reach out the jessekselectboard@gmail.com. We are happy to help you navigate the reporting process!

Debris Management

ByTierney Farago

Two large dumpsters have been obtained to help aid our residents that have been impacted by last week’s flood.   

The transfer station will be open on Thursday night, 7/20 from 4-8 PM ONLY FOR FLOOD DAMAGE MATERIAL.  

In order for us to potentially be reimbursed by FEMA for removal of this debris, the following are the rules for Thursday night:

1. The dumpsters can only be used by those impacted by the flood.   To that end, here are requirements to help us meet the FEMA requirements.  

  • The property owner has to be present at the transfer station
  • We need to take pictures of the material being disposed of
  • We will need your street address

2. At this time, the dumpsters are only for household debris.  Carpets, sheetrock, basic household material that was damaged by the flood

  • No appliances, furnaces, hot water heaters, hazardous debris, large furniture, etc…
  • No rocks, trees, fences, etc..

3. There is likely to be a line coming into the transfer station.  Please be patient, pull to the side of the road and be safe.  

We recognize that there will be needs beyond what this Thursday nights hours will provide.  We will be providing additional guidance in the next day or two as it relates to debris management beyond these two dumpsters.

We appreciate your patience and recognize how difficult this is for so many in our community.  If you need help, please let the Selectboard and your neighbors know, we will do our best to help find you assistance.

Lastly, 2-1-1 is an important resource to help residents, the Town and County.  We strongly encourage anyone that has had damage to their property to call this number and report your damage.  Reporting does not obligate the property owner to take any further action.
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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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Chelsea Selectboard Agenda, July 20, 2023

ByPatty Swahn

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

  1. Call meeting to order.
  2. Conflict of interest disclosure
  3. Additions to the agenda
  4. Approve Minutes – June 20, 2023
  5. Flood Recovery
  6. Credit Card, Online Payments, Short Term Note; General Fund – Treasurer
  7. Approve Orders
  8. Future Agenda – for August
  9. Executive Session – (as necessary)
  10. Adjourn

Links to join the Selectboard Meeting
https://meet.google.com/fwf-ayyb-acq

Boil Water Notice Lifted.

ByPatty Swahn

WHAT TO DO AFTER A BOIL WATER NOTICE IS LIFTED

Residents are advised to “flush” their water following the lifting of a boil water notice in order to clear plumbing of potentially contaminated water. Flushing your household and building water lines includes interior and exterior faucets; showers; water and ice dispensers; water treatment units, etc. Please use the following guidance:

Cold Water Faucets:

Run tap water until the water feels cold, one minute or more, before drinking, brushing teeth, or using for food preparation. If you have a single-lever faucet, set it to run the cold water first.

Hot Water Faucets:

To clear hot-water pipes and water heater of untreated water, flush the hot water line for a minimum of 15 minutes for a typical household 40-gallon hot-water tank, 30 minutes for an 80-gallon hot water tank or larger. Hot water is then safe to use for hand-washing of dishes, pots and pans, etc. Never use water from the “hot” faucet for drinking, cooking, or other internal consumption purposes.

Dishwashers:

After flushing hot water pipes and water heater, run dishwasher empty one time.

Humidifiers:

Discard any water used in humidifiers, Continuous Positive Airway Pressure (CPAP), oral, medical, or health care devices, and rinse the device with clean water.

Food and Baby Formula:

Discard baby formula and any other food and drink prepared with tap water during the boil water notice. If unsure of the exact dates, contact your water department.

Refrigerator Water-Dispensing Machine:

Water dispensers from refrigerators should be flushed by at least one quart of water. If unsure of your dispenser’s capacity, refer to manufacturer specifications.

Ice Cubes:

Automatic ice dispensers should be emptied of ice made during the boil water order and run through a 24-hour cycle, discarding the ice to assure purging of the icemaker water supply line.

For medical, dental, and food-service establishments, please refer to the guidance from the Vermont Department of Health: https://www.healthvermont.gov/sites/default/files/documents/pdf/ENV FL boil-water­ notice-guidance.pdf