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

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.

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.

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