Selectboard

Chelsea Selectboard Meeting
Minutes (Draft) March 28 2023
Selectboard present: Kevin Marshia, Chair, Kelly Lyford, Vice Chair, William Lyon,
Leyna Hoyt and Jesse Kay
Other Employees present: Patty Swahn, Administrative Assistant and
Gayle Durkee, Town Treasurer

1. Call meeting to order – Kevin called the meeting to order at 6:34pm
2. Conflict of interest disclosure – None
3. Additions to the agenda –Transfer Station, Roberts Poor Fund, Cindy Allen, Matthew Durkee and to
   work on a process with Rick for road permits.
4. Public Comments – Draft a response to Cindy Allen to be read at the April 4, 2023, meeting.
5. Selectboard minutes from March 21, 2023, meeting, were approved with edits.
6. Library Trustee appointment, Kelly Lyford moved to appointment Keziz Frayjo as to
   the Chelsea Library Board of Trustees, all approved this appointment.
7. Chelsea Village Green request from Carrie Caoutte-De Lallo for the Chelsea Arts on
   the green market and festival. Jesse Kay motioned to have this request approved,
   Leyna Hoyt seconded the motion. All approved of this request.
8. A motion by Leyna Hoyt to approve a second-class license and tobacco license renewals
   for the 110 Quick Stop, Jesse Kay seconded this motion, all were in favor and this motion
   was approved.
   Billy Lyon gave an update on the transfer station, the perimeter needs work, there are
   no signs around the oil collection site and requested a new sign be made listing the
   hours of the transfer station. Billy will contact Mark Durkee about making the new sign.
9. Leyna Hoyt moved to enter into Executive Session at 7:20 pm, seconded by Jesse Kay.
   Selectboard entered Executive Session for Roberts Poor Fund request at 7:22 pm. at 7:30
   Leyna Hoyt recused herself from the Executive Session due to a conflict. The Board closed
   the Executive Session at 7:31 pm and re-entered Executive Session at 7:32 pm. The Board
   closed out of the Roberts Poor Fund Executive Session at 7:47 pm, action taken was to
   request more information for this request.
   The Board entered into Executive Session at 7:45 pm for discussion on Town Employee
   wages. The Board made progress and will draft the proposed changes and a vote will be
   taken at the April 4 meeting. The Board left the Executive Session for Town Employee
   wages at 9:22 pm.
10. The Board agreed to pursue the cost of disability and life insurance for town employees.
    Kelly and Patty will work together on this.
    There was a discussion regarding Thorn Road. John and Rella Rice to be invited to the
    April 4 Selectboard meeting.
11. The Board approved all orders for the evening.
    Jesse Kay motioned to adjourn the meeting, this was seconded by Billy Lyon, and
    approved. The meeting was adjourned at 9:45 pm
    Meeting minutes drafted by
    Patty Swahn
    Administrative Assisant
    

Chelsea Selectboard Meeting Minutes (Draft)
March 21, 2023
Selectboard present: Kevin Marshia, Chair, Kelly Lyford, Vice Chair, William Lyon,
Leyna Hoyt and Jesse Kay
Other Employees present: Patty Swahn, Administrative Assistant and
Kasey Peterson, Grant Writer, Karen Lathrop, Town Clerk,
Gayle Durkee, Town Treasurer, Rick Ackerman, Highway Foreman
Others present: Rella and John Rice, Chris Bump, VTrans,
Rita Seto and Peter Gregory, Two Rivers Ottaquechee Regional Commission

1. Call meeting to order — Kevin called the meeting to order at 6:29pm
2. Conflict of interest disclosure – None
3. Additions to the agenda -Appointment of a Library Trustee
4. Public Comments – No public comments
5. The approved minutes from March 14, 2023, meeting, were passed due to not all
   members of the Selectboard having read the meeting minutes.
6. Chris Bump from VTrans presented information about the grants through VTrans 7. Rita Seto and Peter Gregory from Two Rivers Ottaquechee Regional Commission
   gave a brief history of TRORC, grants that are available to apply for, helping Towns with Town Plans.
7. John Rice asked the Board for their approval for John to make #18 Thorn Road
   passable. John will do the work at no cost to the town. The Selectboard members agreed to let John work on Thorn Road once an application for work within the town right-of-way had been filed with the Town. Rick agreed to work with SB member as site overseer.
8. A motion by Leyna Hoyt to approve First Class Hotel License for inside and outside
   consumption permit for Georgia Amanda Mallan, Hubbleshire Farm.
9. This was seconded by Jesse Kay and all members were in favor. Motion was approved. 11. Kasey Peterson gave an update on the Grant work.
10. Leyna Hoyt moved to accept all Orders presented to the Selectboard, Jesse Kay
    seconded the move. All orders have been approved.
    13.Future agenda items; Equipment replacement plan, lawn mowing, Sherriff department,
    CVSWMD Board of Directors appointment
    14.Posting of the Highway Maintenance Employee position to Facebook Community Page,
    Front Porch Forum, VLCT.
11. William Lyon motioned for the meeting to adjourn, seconded by Leyna Hoyt. All members approved.
12. Meeting adjourned at 9:11 pm
    Meeting minutes drafted by
    Patty Swahn
    Administrative Assisant
    1

Chelsea Selectboard Meeting Minutes (Draft) March 28, 2023

Selectboard present: Kevin Marshia, Chair, Kelly Lyford, Vice Chair, William Lyon, Leyna Hoyt and Jesse Kay

Other Employees present: Patty Swahn, Administrative Assistant and Kasey Peterson, Grant Writer, Karen Lathrop, Town Clerk,
Gayle Durkee, Town Treasurer, Rick Ackerman, Highway Foreman

Others present: Rella and John Rice, Chris Bump, VTrans,
Rita Seto and Peter Gregory, Two Rivers Ottaquechee Regional Commission

1. Call meeting to order – Kevin called the meeting to order at 6:29pm
2. Conflict of interest disclosure – None
3. Additions to the agenda –Appointment of a Library Trustee
4. Public Comments – No public comments
5. The approved minutes from March 14, 2023, meeting, were passed due to not all members of the Selectboard having read the meeting minutes.
6. Chris Bump from VTrans presented information about the grants through VTrans
7. Rita Seto and Peter Gregory from Two Rivers Ottaquechee Regional Commission gave a brief history of TRORC, grants that are available to apply for, helping Towns with Town Plans.
8. John Rice asked the Board for their approval for John to make #18 Thorn Road passable. John will do the work at no cost to the town. The Selectboard members agreed to let John work on Thorn Road once an application for work within the town right-of-way had been filed with the Town. Rick agreed to work with SB member as site overseer.
9. A motion by Leyna Hoyt to approve First Class Hotel License for inside and outside consumption permit for Georgia Amanda Mallan, Hubbleshire Farm. This was seconded by Jesse Kay and all members were in favor. Motion was approved.
10. Kasey Peterson gave an update on the Grant work.
11. Leyna Hoyt moved to accept all Orders presented to the Selectboard, Jesse Kay seconded the move. All orders have been approved.
12. Future agenda items; Equipment replacement plan, lawn mowing, Sherriff department, CVSWMD Board of Directors appointment
13. Posting of the Highway Maintenance Employee position to Facebook Community Page,
    Front Porch Forum, VLCT.
14. William Lyon motioned for the meeting to adjourn, seconded by Leyna Hoyt.
    All members approved.
15. Meeting adjourned at 9:11 pm

Meeting minutes drafted by
Patty Swahn
Administrative Assisant

Special Selectboard Meeting Minutes (draft)
February 23, 2023 – Chelsea Town Hall
Selectboard present: Kevin Marshia, Chair, Kelly Lyford, Vice Chair, Leyna Hoyt and William Lyon
Employees present: Karen Lathrop, Town Clerk

1. Call to order -Kevin brought the meeting to order at 6:15 pm.
2. Appoint Moderator- Board read the email sent by Emily Libby Marshia. Kevin recused himself
   due to a conflict of interest. Kelly Lyford asked for a motion. Leyna Hoyt moved to appoint Emily
   Libby Marshia as Moderator for Town Meeting Day, seconded by William Lyon. Kelly called the
   vote and the motion passed.
3. Set Organizational Meeting Date and Time- Kelly moved to have the organizational meeting on
   March 9, 2023 at 6:30 PM at the Chelsea Town Hall, seconded by Leyna Hoyt. No discussion.
   Motion passed.
4. Adjourn – Leyna Hoyt moved to adjourn at 6:20 pm with William Lyon seconding the motion. No
   discussion, motion passed.

Chelsea Selectboard Meeting Minutes (draft)
Tuesday, February 21, 2023
Selectboard present: Kevin Marshia, Chair, Kelly Lyford, Vice Chair, Leyna Hoyt, William
Lyon.
Town Employees present: Karen Lathrop, Town Clerk, Michael Whipple, Emergency
Wastewater Liaison, Rick Ackerman, Highway Dept Head.
Others present: Chris Belcher, Videographer, Nate Billings, Cloverpatch Water Services.

1. Call meeting to order – Kevin called the meeting to order at 6:31 PM.
2. Conflict of interest disclosure – No conflicts disclosed.
3. Additions to the agenda – Kevin noted the Treasurer had included a request to use the
   Common.
4. Public Comments – No comments reported.
   With Board support, Kevin moved Agenda items 9 and 8 up due to weather constraints.
5. Wastewater Plant Update
   a. Clarifier repairs – Mike Whipple reported the clarifier went back online on February
   15, 2023. The part was sourced by Tony Bullard online for substantial savings to the
   Town. Mike stated he would like to have the old gearbox rebuilt as a replacement
   part for future needs. The bronze gear could be sourced for over $2,000.00 from
   Windswift, but Tony was searching for better pricing or different manufacturer.
   Mike noted the gear ratio had changed, it is now faster but if there are issues with
   “wasting” in can be slowed down. He reported Tony had to do some work on the
   gear shaft but still significantly less money overall. He will keep the Board updated.
   Mike reported he ordered chemicals for an upcoming He has been in contact with
   Nolan as to what chemicals the plant required. He has been sourcing pricing for
   chlorination pumps as it was noted it was on the list of items needing replacement.
   No prices yet. Board would address computer needs later in the meeting. Mike
   reported they had been monitoring the ice on the water tank. They were lowering the
   level last week but now it has melted, everything seemed fine, so the water level
   would be going back up. The Board thanked Mike, Nate and Rick for their continued
   hard work the last 4 months to keep the plant running.
   b. Operation proposal – Kevin reported the Board had received a contract proposal for
   the Water/Wastewater plant. He asked Nate to introduce himself. Nate gave a
   synopsis of his work history. He was primarily Water Systems but willing to work
   Wastewater and has signed up for all the State requirements as far as classes and
   certifications go. He stated both Mike and he were looking at the numbers for doing
   contract ops as a business. Kevin stated Mike had reached out to see if the Town was
   interested in something like that. The Board looked at the proposal and went through
   it with Nate. The Board asked questions about whether our permit with the State
   would allow it. It was noted they both have Water Licenses and Mike has a
   Wastewater license. Kelly to look at our State permit. It was noted they might need
   to call on Rick for a few things. Kelly asked for some clarification of who would be
   at the plant on a daily basis. Rick or someone during the week, but not on the
   weekend. There was discussion of the confined space issue which would hopefully
   be resolved with a future upgrade. Nathan spoke to making an asset management
   plan. There was discussion about the competitive bid process. Board thanked them
   for the proposal and the discussion and noted they would have to do some permit
   review before committing to anything. Contract would be for one year.
   c. Position Update – Kevin noted he made some headway but not ready yet.
6. Highway
   a. VT 110 Paving project update – Email from Karen to Kevin on VTRANS project
   involving paving within our infrastructure area. Kevin noted there was an upcoming
   state paving project ( 2024) and he needed to contact Otter Creek Engineering for a
   digital copy of our infrastructure plan. He stated that made him think of what the
   Town needs were and if Rick knew of any necessary. There was a discussion of
   some areas that could be improved. Rick interested in be a part of a walk thru with
   someone from the State to see if Town needs could be accommodated within the
   scope of their project. Board was in favor of Kevin coordinating the process.
   b. Position Update – Leyna passed out a draft for the highway position which the Board
   reviewed. There was discussion on including a medical card for new hires going
   forward. There was also discussion with Rick on whether there should be a limit to
   how far out a person should live if they are on the Road Crew. Leyna to add items
   into position description and email new draft to Board and Rick for further
   discussion
   c. General Updates- The Board asked Rick for any updates. Rick stated the need to
   discuss mowing for the year. Rick noted being down a full time person, he would not
   have time to mow. Upon Kevin’s request for historical information on mowing Rick
   explained how it had been done in the past. Rick listed all the places the Town
   mowed. 12-13 hours to do all the mowing. Bill felt the mowing cannot be put off.
   Rick stated he could mow a few times until the Board gets something in place. Karen
   noted an RFP was made, Jeremy Farnham had given the Town some numbers. Rick
   would like the Board to sub out the Rec Field as it takes 4 hours to mow. There was
   discussion about who maintained the commons as far as limb pick up. That falls in to
   Rick as well. There was also a discussion on stockpiling gravel, usage amount. Rick
   stated used 5000 yds last year, but it was a bad year. There was discussion on where
   best to locate one. The Board had a discussion about equipment replacement. Rick
   reported they used to have a 10 year replacement plan and most warranty plans are 7
   years. He noted it is two years to get a truck delivered from time of order. Loaders
   not such a long timeline since the Loader is 22 years old. Rick to send the Board a
   list of current equipment and equipment replacement plan. There was Board
   discussion on future asset management plan for roads. Board would like to have him
   at the March 21st meeting if possible.
   Paving East Randolph- $175,000.00 from State and money from budget would add
   up to $425,000. Grant must be used by fall. Rick to meet with Caleb O’Connor,
   from Pike tomorrow around $82-83/Ton. Kevin, has it historically been bid? Rick ,
   no we used to just pick one as could not get people to bid. Used to use Blacktop and
   now use Pike as is usually cheaper.
   There was a brief discussion on whether to go for a Bridge grant. Rick does not feel
   the bridges have anything to be done on them. He reported someone hit part of the
   Moxley bridge, couple of braces cracked and broke a 2 x 4 that holds boards on.
   Nothing structural broken. The Board thanked Rick for coming in.
7. Approve Minutes:
   a. January 31, 2023 – Kelly Lyford moved to accept the January 31, 2023 minutes
   with Leyna Hoyt seconding the motion. No discussion, motion passed.
   b. February 7, 2023-Leyna Hoyt moved to February 7, 2023 minutes with edits.
   Kelly Lyford seconded the motion. No discussion, motion passed.
8. Administrative Assistant position update –Kelly Lyford reported the AA hired. Her first day to
   to be March 2, 2023, the informational meeting and first full office day, March 6.
9. Grants
   a. Sidewalk Project Update – Kevin reported the RFP close to going out to bid. He has
   worked with Kasey Peterson on it. A letter will be sent to property owners so they
   know what is coming. All permits from VTRANS have been obtained. Kasey to look
   into the link issue to the website.
   b. Clean Water State Revolving Fund – Wastewater plant possibility – Kevin reported
   that Kasey sat in on a webinar. There is a short application to put together for items
   to be considered. You are then put on a list and then you can make arequest. It has to
   be in by March 1, 2023. Kevin to call Ottercreek and get the report and put some
   items from it on the list. Items from the Wastewater plant, like the Chloride room.
   The Town would not encumbered by putting this application in to the State. Later the
   Town could provide estimates. Kevin would like to work on it. Board approves
   Kevin to work with Kasey on the grant.
   c. Pump Station Grant – status, next steps – will wait for Kasey and ask her to take on
   this grant.
   d. VTrans grants – possible bridge grant application- Kevin will follow up on the grant
   and see if there are any items that we need to have on the bridges that are
   preventative measures and should be pursued. SAM update- Kelly stated it is a
   clunky site. There are people attached to the account that have left the Town’s
   employ and Kelly stated Kevin needed to be attached to the Sam Account so that is
   why Kevin rying to update it so another person has to be on it, and she sent Kevin an
   email.
10. Informational Meeting and Town Meeting preparation
    a. Draft budget presentation – Board asked if the posting for the informational meeting
    was done. Karen stated informational meeting warning was posted in Town, on
    website and out on several sites. Only necessary to put in paper if you have public
    questions or budget items. Kevin passed out a draft of potential talking points for the
    budget that he will go over with Gayle. He noted he might make some slides for the
    the meeting.
    The Board asked if they needed to do anything for Town Meeting. Karen mentioned
    she had asked Bill Smith for a loan of their sound system but had not had a chance to
    look at the stage sets that were still on the stage. Board offered their help in moving
    items. Discussion about appointing a Moderator. Clerk to post Special Meeting
    warning for March 23, 2023 at 6:15 PM for the Board.
    11.Division of Fire Safety Report – Kelly Lyford reported it was not in yet but had reached out
    by email.
11. Computer purchase update – Gayle worked with Derrick from Caulkins to get better
    pricing and they recommend a HP Pro-book ($850). One for Wastewater and one for AA.
    Board is good with Gayle going forward with the purchase.
12. Use of the commons – Kevin read the email from Phyllis for use of the common as they
    have in the past on July 6-8
    th. All forms complete. Kelly Lyford moved to allow the
    Chelsea Flea Market Committee to use the commons as needed July 6-8
    th. Leyna Hoyt
    seconded the motion. No discussion, motion passed.
13. Policy Considerations
    a. Purchasing policy- Board discussed the purchase policy changes with the Clerk. In
    looking over the policy they noted other areas that needed adjustment to language
    such as a section on Competitive Bidding and striking a line in the minor purchases.
    Kevin defined what a minor purchase, major purchase and competitive bidding would
    be. Kelly feels $2,000 is to high not to get bids. Need more than one bidder. Clerk
    suggested revisions to Kevin. Probably should hold off until after Town Meeting
    when they would have a full board.
    b. Class IV Roads policy- passed over until after March 21st Meeting.
    c. Others – None
    15.Approve Orders – Kelly Lyford moved to approve orders. Bill Lyon seconded the motion.
    No discussion. Motion passed.
14. Executive Session- Personnel Leyna Hoyt moved to enter into executive session for
    personnel at 8:45 pm. Kelly Lyford seconded the motion. No discussion. Motion passed.
    Kelly Lyford moved to exit executive session at 9:29 pm. Bill Lyon seconded the motion.
    No discussion. Motion passed.
    Action- Wastewater Plant operation and need more follow up going forward. Discussed
    medical card as a qualification of the highway department position.
    Bill noted there are more complaints on the log pile which is growing. He feels there should
    have been more clarification. The log pile was supposed to be gone in 30 days, not the
    project needed to finish in 13 days. Bill has a contact and is instructed to contact them to let
    them know the logs need to be removed.
    Bill will contact Mr. Hastings about the tractor trailer and let him know he must come to a
    Board meeting to request use of the old sand pile area to park.
    17.Adjourn- Leyna Hoyt moved to adjourn at 0:34 pm. Bill seconded the motion. No
    discussion. Motion passed.