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July 25, 2023 Selectboard Meeting Minutes Final

ByPatty Swahn

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

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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Selectboard Meeting Minutes, September 5, 2023 DRAFT

ByPatty Swahn

Selectboard Meeting Minutes (draft)

September 5, 2023 Chelsea Town Hall

Board Attendance: Kevin Marshia, Kelly Lyford, Leyna Hoyt, Jesse Brinkman, Bill Lyon, Patty Swahn, Administrative Assistant

Other attendees: Karen Lathrop, Gayle Durkee, Nicole Cyr, Robert Brannan, Rick Ackerman, Kasey Peterson

Meeting –

Kevin brought the meeting to order at 6:30 PM

No conflicts of interest

Additions to the agenda: Gayle added the contract from Thrasher Construction, Kasey added Sidewalk update and FEMA

Public Comments – None

White River Intermunicipal Regional Energy Committee (WRV-IREC) – Nicole Cyr-climate/regional energy coordinator, presented information on WRV-IREC to the Selectboard, seeking the town of Chelsea to join WRV-IREC.

Planning Commission – Robert Brannan

The Town Plan is in draft form, final changes need to be made by September 8 before the Selectboard hearing that needs to be held September 19.  Planning Commission can suggest changes (including an entire rewrite) at the first meeting.  While a hearing is required by stature, a forum is not required and is more about an exchange of ideas.

Planning Commission posted to have input from the Town community members and Kevin Marshia was the only member present.  Planning Commission has not sent out surveys to the community, they can do so if the Selectboard directs them to do so. FEMA does not buy the Flood Plain homes; they send the money to the local government or State Government for the buyout.

Amber Tree Service Contract-

Kevin had a conversation with Pete Amber regarding the contract for work on the Commons.  Pete and Kevin talked about doing half of the work in the Fall, other half in the Spring, or all work to be done in the Fall and bill half now and half in the Spring.

Leyna moved to approve Pete Amber of Amber Tree Service to do half of the work on the Common.  Bill seconded the motion, all in favor “aye”, the motion was approved by all.

FEMA – 

Kasey is entering all information into the FEMA Data Form, volunteer hours, pictures of road damage and bridges, this will help reduce 12.5% that the town is required to pay for their share of the flood expense.  Kasey will check to see if class 4 roads are covered by FEMA for flood damage.

Sidewalk project – Mike Avery of Avery Excavation has begun the work on the Sidewalk by the Fire Department, Mike could be finished with this project next week.

There is a quote from Mike Avery to repair the front of the Fire Department, Kevin to speak with a representative from the Fire Department to see if they would like for this to be done.  The Town will contract with Mike Avery.  Leyna moved to approve the additional sidewalk paving at $3,236 with agreement it is to be covered by the Fire Department for their part.  Bill seconded the motion.  All approve, ‘aye” and the motion passed.

Rick inquired about the drain being done as well, Kevin replied not now, it will be planned during the VTrans project.

This years Grants in Aid has been pushed back to 2024.  The Board needs to sign it and give it to Kasey.

Leyna moved to participate in the State’s Grants in Aid program for 2024, Bill seconded the motion, all in favor “aye”, all approved.

The Board wished Patty well, thanked Karen, Gayle, and Kasey for helping with the grants, office, meeting minutes.

Flood damaged roads –

Rick gave the Board and update on the rental of excavators,

John Deere 135 P-Teir – $4,800 a month plus trucking

Pete’s equipment, 85 – $4,800 monthly plus trucking

With material and Rick’s time which would be approximately 100 hours total, the cost to the Town will be $5,000.  The Board gives Rick the go ahead with the rental of an excavator. There are two sites that need to be contracted out.  The bid packages will be shrunk down.  Rick will give 3 contractors a call.

Transfer Station – Bill went over fees with Snook, spoke about recycling sticker.  There are 374 households that use the Transfer Station. 

Leyna moved to approve June 20 meeting minutes, July 26 minutes, August 1 meeting minutes, August 15 minutes and August 29 minutes.  Leyna amended the motion to approve the minutes to include edits by Kelly and Jesse.  Bill seconded; no discussion had. All in favor “aye”, meeting minutes were approved by all.

Leyna moved to approve all orders of the night; Bill seconded.  No discussion, all in favor “aye’, the orders of the night were approved.

Future agenda items:

FEMA update

Invite Mike Whipple (water/sewer)

Parks and Forest Commission

Planning Commission

Road damage update by Rick

Transfer station fees

Approve minutes

Approve orders of the night

Administrative Assistant position

Leyna moved to enter Executive Session at 8:30 PM, Bill seconded.

Leyna moved to exit Executive Session at 10:18 PM, Bill seconded, no action taken.

Leyna moved to adjourn the meeting, Bill seconded, meeting was adjourned at 10:18 PM

Heat Advisory

ByPatty Swahn

Good Afternoon,

This week is going to be a hot one. Heat index values are forecast in the upper 80s to mid 90s on Tuesday, low to upper 90s on Wednesday, and the mid 80s to mid 90s on Thursday.  For much of the area Wednesday will be the hottest day.  Low temperatures will only drop into the mid 60s to low 70s for a few hours each night, which may not be sufficient to effectively cool a home or other structures, allowing for heat impacts to accumulate each day.

If you are working in the field this week, remember to pack extra drinking water and take frequent cooling breaks in air conditioned vehicles or shade to combat the effects of heat stress.

Be on the lookout for signs of heat stress in yourself and folks that you work with, as well as familiar with basic heat stress first aid.

Heat Stroke

Heat stroke is the most serious heat-related illness. It occurs when the body can no longer control its temperature: the body’s temperature rises rapidly, the sweating mechanism fails, and the body is unable to cool down. When heat stroke occurs, the body temperature can rise to 106°F or higher within 10 to 15 minutes. Heat stroke can cause permanent disability or death if the person does not receive emergency treatment.

Symptoms of heat stroke include:

  • Confusion, altered mental status, slurred speech
  • Loss of consciousness (coma)
  • Hot, dry skin or profuse sweating
  • Seizures
  • Very high body temperature
  • Fatal if treatment delayed

Take the following steps to treat a worker with heat stroke:

  • Call 911 for emergency medical care.
  • Stay with the worker until emergency medical services arrive.
  • Move the worker to a shaded, cool area and remove outer clothing.
  • Cool the worker quickly, using the following methods:
  • With a cold water or ice bath, if possible
  • Wet the skin
  • Place cold wet cloths on the skin
  • Soak clothing with cool water
  • Circulate the air around the worker to speed cooling.
  • Place a cold wet cloth or ice on the head, neck, armpits, and groin; or soak the clothing with cool water.

Heat Exhaustion

Heat exhaustion is the body’s response to an excessive loss of water and salt, usually through excessive sweating. Heat exhaustion is most likely to affect:

  • The elderly
  • People with high blood pressure
  • Those working in a hot environment

Symptoms of heat exhaustion include:

  • Headache
  • Nausea
  • Dizziness
  • Weakness
  • Irritability
  • Thirst
  • Heavy sweating
  • Elevated body temperature
  • Decreased urine output

Treat a worker who has heat exhaustion by doing the following:

  • Take worker to a clinic or emergency room for medical evaluation and treatment.
  • Call 911 if medical care is unavailable.
  • Have someone stay with the worker until help arrives.
  • Remove the worker from the hot area and give liquids to drink.
  • Remove unnecessary clothing, including shoes and socks.
  • Cool the worker with cold compresses or have the worker wash their head, face, and neck with cold water.
  • Encourage frequent sips of cool water.

The CDC also recommends using the  OSHA-NIOSH Heat Safety Tool App | NIOSH | CDC to monitor conditions in your immediate location to bring about awareness of heat stress conditions.

Take care and stay safe out there!

Chelsea Selectboard Agenda, September 5, 2023

ByPatty Swahn

Tuesday, September 5, 2023,
6:30 PM , Chelsea Town Hall

  1. Call meeting to order.
  2. Conflict of interest disclosure
  3. Additions to the agenda
  4. Public Comments
  5. WRV IREC – Nicole Cyr
  6. Planning Commission
  7. Amber Tree Service Contract
  8. Transfer Station Fees
  9. Flood Damaged Roads
  10. Approve Minutes – July and August
  11. Approve Orders
  12. Future Agenda Items
  13. Executive Session (as necessary)
  14. Adjourn

Links to join the Selectboard Meeting
https://meet.google.com/fwf-ayyb-acq
https://www.youtube.com/@ChelseaVTSelectboardOfficial/streams

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Chelsea Selectboard Meeting Tuesday, August 29, 2023, 6:30pm Chelsea Town Hall Edited

ByPatty Swahn

Chelsea Selectboard Meeting Tuesday, August 29, 2023, 6:30pm Chelsea Town Hall
Edited

Board Attendance: Jesse Kay, Kelly Lyford, Kevin Marshia, Leyna Hoyt,
William (Billy) Lyon, Patty Swahn, Board Administrative Assistant
Other Attendees: Gayle Durkee, Rick Ackerman, Kasey Peterson, Flo Smith, Bernard “Snook” Downing

Meeting –
The meeting was called to order at 6:30 pm by Kevin.
Conflict of Interest – Jesse to recuse herself from bids on Maple Ave and Jenkins Brook Road due to conflict of interest.
Additions to the agenda – Sidewalk Project update

Public Comments – Flo Smith asked if any members of the Board had been involved with 4 Maple Street regarding property damage from the July flood Kelly and Leyna walked down Maple Street to introduce themselves, possibly Tracy Simon or Geoff Clayton may have made contact.

Amber Tree Service – Pete Amber Contract
Leyna moves to revisit the contract of Pete Amber’s of the North Common until September 5 meeting, Bill second. All in favor, “aye”, no one opposed, all approved.

Budget and Treasurer Overview – We are 67% through the calendar year, property tax payments are coming in steady. The credit card machine has arrived and is set up.

Transfer Station – Gayle ordered a dumpster cover for the construction dumpster.
Jesse started the discussion on the research she has been doing on Transfer station fees among neighboring towns and similarly sized Vermont towns with transfer stations.
40% recycling and 60% trash is what comes into the Transfer Station each week, the town spent $22,718 in recycling and $3,577 in food scrap during 2022, which are both free services to residents.
A discussion on Transfer Station fee increase was had, Jesse, Bill and Snook will draft a proposal outlining a policy for punch card use for waste disposal, windshield stickers for recycling and food waste services and outline an update transfer station fee pricing sheet.
The Selectboard will add public discussion regarding transfer station fees and payment options as an agenda item at a future meeting to warn residents.inquired

Bids for storm damaged roads; Jenkins Brook/Maple Ave, Brook/Hook/Pent
Jesse recused herself from the bids for Maple Ave and Jenkins Brook Road
Kasey inquired whether three bids are needed with competitive bidding.
The Board can reject a bid and request new bids.
Two bids were received for Maple Avenue and Jenkins Brook Road, with review of both bids and a small discussion, Leyna moved to award Galfetti Excavation, who submitted the lowest bid price for Maple Avenue and Jenkins Brook Road, Bill Second. All in favor “aye”, no further discussion, the Board approved to award the bid to Galfetti Excavation.

There was one bid for Brook Road/Hook Road/Pent Road.
The Board discussed the 3 things they could do.
1) Award the bid
2) Call contractor to see if there is any room to negotiate
3) Reject the bid
Kelly moved to reject the bid for Brook Road/Hook Road/Pent Road, Bill second, discussion on reason to reject the bid. No other discussion was had, all in favor “aye”, no one opposed, the Board approved to reject the bid.
The Board discussed having Rick complete some of the work on this bid with the potential to repost bids for smaller portions of the work required at these sites.
FEMA to be in town on Wednesday to tour the flood damaged roads.

Permits –
Jesse moved to accept the amendment for the use of the Town Commons by the Chelsea Farmers Market to extend the Market dates until October 13, Bill seconded All in favor “aye”, no discussion was had, all approved for the Market to extend its season until October 13.

Jesse moved to accept the use of Roberts-Gould Field for First Branch School 5/6 grade soccer practices and games. Leyna second, all in favor ‘aye”, no discussion was had, all approved the permit for the use of the Roberts-Gould Field.

Sidewalk Update –
Avery Excavation’s contract to include the 30 feet of sidewalk by Arnold Preston’s.
Kelly moves to accept the $45,239.50 contract of Avery Excavation, Bill second.
All in favor “aye”, no discussion was had, all approved Avery Excavation contract for $45,239.50.

Approval of Orders – Jesse motioned to approve all Orders of the night, Bill second. All approve – “aye”, so moved, all orders of the night were approved by all.

Future Agendas –
Invite Planning Commission
Transfer Station fee increase
Flood damaged roads
Approval of meeting minutes

Executive Session – No Executive Session

Adjourn – Jesse motioned to adjourn the meeting at 8:38 PM, Bill second. All in favor, “aye”, motioned to adjourn was approved.

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Special Selectboard Meeting Minutes (Draft)

ByPatty Swahn

Special Selectboard Meeting Minutes (Draft)
Thursday, August 24, 2023 – Chelsea Town Hall 6:30 PM

Selectboard present: Kevin Marshia, Kelly Lyford, Leyna Hoyt, Jesse Kay, Bill Lyon, Patty Swahn-Administrative Assistant

  1. Call to Order – Kevin called the meeting to order at 6:30 PM
  2. Review Bids for South Washington Road and Edwards Road
    Leyna moved to approve to award the FEMA Road Work for South Washington Road and Edwards Road. Bill Second.
    The Board agrees to award this bid to Wards Excavating.
  3. Review Bids for Upper Village Road, mudslide, and site 1
    Leyna moved to approve to award the FEMA Road Work for Upper Village Road, mudslide, and site to J.L. Smith Excavating, Bill Second.
    The Board agrees to award this bid to J.L. Smith Excavating.
    Kevin motioned to adjourn the meeting; Leyna seconded.
    Meeting was adjourned at 7:37 PM
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Chelsea Selectboard Agenda, August 29,2023

ByPatty Swahn

Chelsea Selectboard Meeting
Tuesday, August 29, 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. Pete Amber
  6. Budget
  7. Transfer Station
  8. Bids for storm damaged roads, Jenkins Brook/Maple Ave, Brook/Hook/Pent
  9. Flood Recovery
  10. Permits – Use of Town Green, Chelsea Farmers Market, additional dates.
    Use of Roberts-Gould Field, First Branch Soccer
  11. Approve orders
  12. Future Agenda items for September
  13. Executive Session
  14. Adjourn

Links to join the Selectboard Meeting
https://meet.google.com/fwf-ayyb-acq
https://www.youtube.com/@ChelseaVTSelectboardOfficial/streams

Invitation to Bid – Storm Damage Jenkins Brook Rd/Maple Ave.

ByKasey Peterson

The Town of Chelsea invites the submission of project bids to repair storm damage to

TH #73 Jenkins Brook and TH#44 Maple Road

Project Scope:

The contractor will be responsible for three sites which includes the removal and diposal of debris, and the purchasing and hauling of materials unless otherwise indicated. 

Jenkins Brook Road

Site 1 – 43-58-38 lat 72-26-50 long – by Jenkins Brook. Stone around bridge wingwall, fix scour at road edge. 135ft x 20ft. Add 15 CY each Stone Fill Type I and Stone Fill Type IV at bridge abutment. Replace Culvert. Town to provide culvert and will resurface roadway.  

Site 2 – 43-58-29 lat 72-26-38 long – between Metcalf’s and Hall Road – various locations. Repair sections of ditches and road shoulder. Install two new culverts. 2000ft x 6ft. Excavate 444 CY and replace with similar amount Stone Fill Type I and 222 CY 1 – 1/2” crushed stone. Materials and culvert provided and hauled by town.

Maple Road – 44-59-21 lat 72-26-55 long – Stone work at bridge and road resurfacing. 50ft x 20ft  5 CY Stone Fill Type I and 3 tons paving material.

The project completion date is October 15, 2023, unless any unforeseen problem warrants a time extension.

This project may be subject to provisions of VT Stream Alterations General Permits; and is subject to the “Low Risk Site Handbook for Erosion Prevention and Sediment Control”, and the Manual on Uniform Traffic Control Devices.  The contractor is responsible for understanding and complying with all of these permits and documents.

The municipality must ensure all participating contractors have the prerequisite experience, therefore contractors wishing to bid must submit at least one construction reference from a successful project similar in scale to this one for review.  This reference must be included with the project bid packet.

Bidders should note that a preconstruction meeting with the Stream Alterations Engineer may be required prior to the start of work. The Stream Alterations Engineer for this project is Jaron Borg. Jaron may be reached at (802) 371-8342, or Jaron.Borg@vermont.gov.

Bids will be received at the Chelsea Town Office or by email (grants@chelseavt.org) until 12 noon on Tuesday, 29 August. The town plans to issue a Notice of Award and Notice to proceed as soon as possible, once the bids have been properly evaluated during a Regular Selectboard Meeting to be held at 6:30 on Tuesday, 29 August 2023.

The Town of Chelsea Selectboard reserves the right to reject any or all bids and to accept any bid deemed to be in the best interests of the Town of Chelsea. Incomplete bid packages will not be considered. Please be sure to use the form provided on the Town of Chelsea website. Further information, including fact sheets and technical drawings can be found on the Town of Chelsea website. If you have any further questions regarding this project, please email Kasey Peterson at Grants@chelseavt.org. Questions will be received until 12 Noon on Wednesday, 23 August so that needed clarifications can be transmitted to all bidders in a timely manner prior to the bid deadline.