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.

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.