Author: Patty 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.

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

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

Chelsea Selectboard Meeting Tuesday, August 15 2023, 6:30pm Chelsea Town Hall
DRAFT

Board Attendance: Jesse Kay, Kelly Lyford, Leyna Hoyt, Kevin Marshia
William (Bill) Lyon, Patty Swahn, Board Administrative Assistant
Other Attendees: Orange County Sherriff Contois, Harry Falconer -TRORC,
Sarah Wraight – TRORC, Gregg Herrin

Meeting –
Kevin brought the meeting to order at 6:30 PM
Conflict of Interest – No conflict of interest
Additions to the agenda – No additions to the agenda

Public Comments – There were no public comments

Orange County Sherriff – Sherriff Contois gave an update on the Sherriff’s department; the office is considerably better. He has 7 employees, 3 are assigned to the Orange County Courthouse, to be a fully staffed office requires 9 employees. The contract between the OCSD and the Town of Chelsea will end on December 15, 2023
The OCSD has two officers who are Level 3 certified.
When calling the Sherriff’s department after hours, the calls will automatically by default be sent to the Vermont State Police.
Currently there are two unmarked Sherriff cars. Patrolling is determined by complaints, as to where the Sherriff’s department needs to patrol. Sherriff Contois is considering having the repeater moved to Wards garage.

MTAP – Harry Falconer and Sarah Wraight from Two Rivers Ottoqueeche Resource Center provided information to the Selectboard on a new program, Municipal Technical Assistance. This program by the Vermont Agency of Administration is intended to assist those communities with a high need for state and federal grants. The Vermont Community Index was developed to provide a metric of the needs of communities across Vermont. The town of Chelsea is listed as one of the communities in high need. This program cannot be used for flood recovery or transportation. Eligible projects: water supply/wastewater infrastructure, housing, community recovery, workforce development and business support, climate change mitigation and resilience, other community economic development projects identified by the town and approved by the state.
This program will help the Selectboard navigate the EPA grant process,
Clean Water Revolving Fund, Grant funding for need assessment for Town Hall, VTrans reconstructive grant for Maple Avenue Bridge
Kelly made the motion to join in the Municpal Technical Assistance program through TRORC, Bill seconded. All in favor “aye”, the motion was approved by all.

ARPA fund discussion with Sarah from TRORC, the funds can be added to the General Fund for community surplus.
Kelly motioned to have Gayle and Sarah work together to use the ARPA money for Town Operating with the intent to move the money back. Jesse second, all in favor “aye”, all approved.

Timber Sale Contract – Bill made the motion to accept the Timber Sale Contract for Kevin Braman to log on the George Tutherly block of the Chelsea Town Forest, Kelly second, all in favor “aye”, all approved. Kevin will come to the office to sign the contract.

Transfer station- Bill mentioned that Cassella went a month without picking up compost, continued to drop containers without picking up compost. Bill has talked with Cassella about this issue.
Jesse presented information on the use of punch cards for the Transfer Station. Community members would purchase a punch card of a certain domination, Punch cards are only sold to permitted residents or property owners of authorized towns contracted with the Solid Waste Facility. Jesse will look at neighboring towns to see what is being charged per bag of trash, ask Gayle for a break down of the cost to the town for waste removal.
Leyna mentioned finding a way to cover the dumpster where mattresses and couches are put into to keep them dry.
Bill had a discussion with Myers Containers, Myers began charging $1,250, $300 transportation fee after the flood, Myers reason was due to the flood, and picking up containers on the weekend as it was hard to get to the Transfer Station with the direct route being temporarily closed. Myers has agreed to return to the $450 charge per dumpster, and Myers brought the cost down, the town does not have an official contract with Myers, this may be something to investigate. The price of tonnage has increased, town will be paying $195 per ton. Myers brought the cost down on the roll off dumpsters that were used for Flood debris.

Flood Recovery:

Debris:
Flood debris is cleaned up except for the tires and metal.
FEMA will hold at Town Meeting at the Town Hall on Thursday, August 17 at 6:30 PM
DRC will be at the Town Hall starting on August 28 through September 23 from 8 to 6.
We have documentation on what debris was put into the dumpsters.
Town will be paying their share of the curbside debris collection.

Roads/Bridges-
Dubois and King have finished, they duplicated what Rick had already done, they did go over the contracted budget of $10,000 by $3,000 which they will not bill the town for. More discussion needs to be done with the Selectboard and Dubois and King.
Leyana, Rick, Kevin, Gayle met with Chris Bump from VTrans on Monday to get started in a good direction for road recovery. Chris sent a bid template to go with the contractor bid bags that Leyna, Kevin, Rick and Kasey will meet Wednesday morning to put together. A post to the website for bidding ­template for bigger packages.
The town will cover 12.5 % for a contractor.
The packages, in order of priority will be,

1. Upper Village Road – mudslide and Site 1
2. South Washington Road and Edwards Road
3. Brook Road, Pent Road, and Hook Road
4. Jenkins Brook Road and Maple Avenue
   Kasey will work with Rick to contact a minimum of three bidders to solicit bids.
   Bid packages will go out for priority 1 and 2 hopefully by Friday of this week. Bids will be due by noon on August 24. The Selectboard will need to hold a warned meeting on Thursday, August 24 to review the bids and select contractors.
   Bid packages will go out for priority 3 and 4 early next week, bids will be due by noon on August 29. The Selectboard will review bids and select contractors at our regular meeting on Tuesday, August 29.
   Once contractors are selected, Kasey, Gayle and Rick will work together to get contracts.
   Invoices will be requested via email with specific details of dates, time, materials and site of which each contractor is working. Rick will review and initial all invoices to verify the work was done to his satisfaction.

Permits –
Use of the Roberts-Gould field-
Senior Baseball, September 10 and 17, Jesse moved to approve the permit for the use of the Roberts-Gould field for Senior Baseball, Bill second, all in favor “aye”, permit was approved.
Backyard Boys Baseball, August, September and October, Leyna moved to approve the permit for the use of the Roberts-Gould field for Backyard Boys Baseball, all in favor “aye’, permit was approved.
Central Vermont Cal Ripkin baseball, August, September and October, Jesse moved to approve the permit for the use of the Roberts-Gould field for CV Cal Ripkin baseball, Bil second, all in favor “aye”, permit was approved.

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

Future Agendas –
Transfer Station
Budget
Pete Amber
Executive Session – Leyna moved to enter Executive Session at 9:36 PM, Jesse second, Leyna invited Patty into the executive session.
Jesse made the motion to exit Executive Session at 9:57 PM, Kelly second, all approved.
Action was taken on the Roberts Poor Fund and Personnel.
Adjourn – Leyna motion to adjourn at 9:58 PM, Bill second. All in favor “aye”, meeting was adjourned.