Meeting Minutes
February 6, 2024 Selectboard Meeting Minutes
Chelsea Selectboard Meeting Minutes (draft)
February 6, 2024
Present: Kelly Lyford, Leyna Hoyt, William Lyon and Jesse Kay
Others Present: Gregg Herrin, Karen Lathrop
- Kelly called the meeting to order 6:30 PM
- Additions to Agenda -None
- Conflict of Interest Disclosure -None
- Public Comment – None
- Listers Appeal of Sales and Equalization Study 2023- Phyllis recommended appealing 3 properties in the Sales and Equalization Study the State sends to the Listers. Kelly noted the appeal was as to how the properties were sold and she read the appeal letter.
Jesse moved to approve the letter of appeal for the Sales Equalization study from Phyllis as read. William seconded the motion. All were in favor, the motion passed.
- VLCT PACIF- Insurance Claim for Town Hall- Kelly went over the three claims that came in from VLCT and noted Kasey would need authorization to sign electronically. Replacement cost of Pellet Furnace room was $4,500. Services from Lyme Green Heat and Irving Oil were $3,392.23 and Pellets and bag were $$4,680. She explained their was a deductible of a $1,000.00 probably covered all three.
Leya moved to give the interim administrative assistance the authority to sign electronically for the VLCT Proof of Loss for the Town Hall in the amount of $4,500 for furnace room, $3,392.23 for service and replacement cost value of $4,680. Jesse seconded the motion. All were in favor, motion passed.
There was some discussion on the membrane. Leyna noted they could not find documentation on the waterproof membrane in the Town Hall Cellar. Leyna noted they needed to have someone come in get an estimate.
- Health Center Building – William does not have any information yet. Next step was to meet with the Health Center Board. Kelly noted they were going to have their own meeting. William to reach out and tabled any further discussion.
- Log Storage at Heath Field- Leyna felt there should be a process for these requests. Karen gave some info from VLCT on insurance requirements for short term situations which would include a certificate of insurance with the Town listed as the Primary. she noted VLCT suggested an agreement between the Town and Company for long term commitments and also noted the Town has Flood Bylaws to abide by. . Leyna to reach out to Mary Ellen Parkman, Zoning Administrator and Board discussed when to bring it back to the agenda, which sparked a conversation about when to have their organizational meeting as Town Meeting falls on their regular Tuesday. Board decided to have their organizational meeting on March 6, 2024.
- Use of the Village Green – Arts Festival – The Chelsea Arts Collective requested the use of the village green for August 31, 2024 for their annual Craft Festival.
Leyna moved to approve the request for use of the Green for the Arts Festival on August 31, 2024. Jesse seconded the motion. Jesse noted that the food trucks should not be on the green and it should be relayed to the Arts Collective.
All were in favor and the motion passed.
- Approval of Minutes 30 January, 2024 – Jesse moved to approve the January 30, 2024 minutes. Leyna seconded the motion. All were in favor and the motion passed.
- Approve Orders – Jesse moved to approve the orders. Leyna seconded the motion. All were in favor and the motion passed.
- Executive session for Personnel – Jesse moved to enter executive session for Personnel inviting Karen at 6:57 PM. Bill seconded the motion. All were in favor, motion passed.
Leyna moved to exit executive session at 7:33 PM. Jesse seconded the motion. All were in favor and the motion passed.
No formal action taken – Bill and Jesse to follow up with personnel.
- Adjourn- Leyna moved to adjourn the meeting at 7:34 PM. Jesse seconded the motion. All were in favor and the motion passed.
September 19, 2023 Selectboard Meeting Minutes
Chelsea Selectboard Meeting Minutes (draft)
September 19, 2023
Present- Kevin Marshia, Kelly Lyford, Leyna Hoyt, William Lyon, Jesse Kay,
Karen Lathrop, Clerk, Rick Ackerman, Highway Supervisor, Michael Whipple, Water & Wastewater Supervisor
Others present- Marianne McCann, Gregg Herrin, Harry Falconer, TRORC, Kevin Geiger, TRORC, Sydney Steinle, TRORC
- Call meeting to order: Kevin called the meeting to order at 6:30 PM
- Conflict of interest disclosure: None
- Additions to the agenda:
- Contracts to be signed for Flood Contracts
- Public Comments: Marianne McCann stated she sent her resume by email and was interested in the AA position. She also noted that in two meeting minutes an award for work on the Sewer Pump Station had been incorrectly referenced. The Board thanked her for the feedback and stated they made edits to ensure the right name was going to be aligned with the award in the future.
- Town Treasurer – Cargill contract: A quote letter was received for salt from Cargill. Karen noted the price was .50 cents per ton higher than last year’s quote. Rick said they have contracted with this company, and they are reliable. quote letter.
Jesse Kay, moved to approve the contract amount of 86.50/ton with a total of 275 tons. Leyna Hoyt seconded the motion. There was no further discussion. All were in favor. Motion passed.
- Mike Whipple – Water & Wastewater Plant
a. Update- Mike reported the company, Chamberlin Associates, were still on board with repairing the Scada System. The system at the Brookhaven Pump house was struck by lightning and was never repaired. The system allows the pump stations to measure the level in the water tank. The State performed a Sanitary Survey of the water system and said the system needs to go back online. The budgeted cost was $5,900 but Mike stated they would not know the true cost until the company started the repairs.
Leyna Hoyt moved to approve the estimated cost of $5,900 for repair of the Scada system. Kelly Lyford seconded the motion. There was no further discussion. All were in favor. Motion passed.
Mike reported the Town wastewater system was working on an extended permit due to Covid, but the State was working on getting them updated. There are tests that are going to be required and the Town will have to buy an automated sampler system as some of the tests would run for 20 hours. The Board would need to budget for that, and Mike will research costs on them and report back to the Board. The Board inquired about grants that may be available for that or if the State will provide funding as they would be requiring some automation. Mike was unsure of whether that would happen.
The Board noted the budget was overspent due to the emergency nature of filling Nolan’s place and many repairs were required to the already outdated system so there would have to be some use of the sinking fund to cover those repairs. There was some discussion on whether there would be FEMA money available for any damage to pump house 4 door as it is in bad shape. Mike to liaison with Kasey on it. Mike noted Dimmicks company is up and running and we might investigate their costs for sludge management. The company the Town currently uses doubled their costs.
b. Department of Environmental Conservation Service Line Assistance – The Clean Water Revolving fund. Kevin reported the Town sent an application last spring. He also noted there might be a meeting Friday to get the engineering with Otter Creek started. ANR inspected the facility in June. There were some corrective actions. Mike stated many are done and he was waiting for Dave Martineau for the electrical work. Mike and Kevin to draft a letter to the State on those corrective actions and it would get sent to each Board member to keep them in the loop.
7. Two Rivers – Ottauquechee
a. Congressional grant for wastewater- TRORC had a discussion on where the Town was in the process of the Congressional Delegation Spending award, the EPA community grant, and the Clean Water State Revolving Fund. The Town had not signed the CDS and has not applied for the EPA community grant so far but applied to the Clean Water State Revolving Fund. Both Kevin Marshia and TRORC had spoken to Tom Brown. Kevin has a meeting on Friday with Mr. Brown. Kevin spoke with Rebecca Ellis last February. TRORC to reach out to Ellis on behalf of the Town. Kelly stated the Town had no docs signed yet. The Board requested help from TRORC. Kevin gave a history of what has happened so far with the Congressional Award to get a grant. He said the Congressional Award was just for the Pump Station. TRORC recognized the many moving parts of the process. Marianne McCann stated the whole file is in the AA office. Ms. McCann asked if the Town had hired TRORC. TRORC responded they had a state funded grant to help Towns. The MTAP program, Sydney Steinle runs the program and TRORC will reach out to the State to inform them of the request and get the required permissions.
b. Funding to update town by-laws – Kevin Geiger stated it is a possible project. State planning Grants are available, applications due by Nov 1, 2023. His suggestion was to go for a bylaw modernization grant as the program had more money and had 10% match for the Town which would be waived if the bylaws were adopted. This grant would incorporate the changes the legislature has made and to improve housing. The modernization program is to make the process easier, the standards easier for housing. Kevin G stated they just needed a nod from the Board to provide a scope of work. Also, the Planning Commission would also need to give an okay too. The process does have many meetings with the community for their input. Grants for by laws usually run from $12,000- to $15,000 for it. It would also interface with the Town Plan.
The board approved TRORC to go ahead with preparing the scope of work for Town By Laws.
c. Town plan questions – Sydney Steinle reported Town plan transmitted to the Selectboard along with a timeline. She asked the Board to have comments on the plan to her by October 4. She would incorporate individual edits and send the Board a draft. She went through the timeline for adoption. She explained the editing process to the Board. They must have their Selectboard Hearing on November 7 followed by Selectboard Meeting where plan would be adopted. The board decided to move the October 3 meeting until the 10th so all members could be present. Small discussion on Flood Bylaws. Some discussion about making any changes to the Town Plan if so needed. Kevin G. stated the Town Plan would be good for eight years, but the Planning Commission may start the process over to make edits at any time they so choose.
- Highway Dept – Road damage update- Rick reported Upper Village Road almost complete. John Smith said there were two trees that should come down and some erosion stone needed to be placed in some gullies. The cost of which would be $3,000.00 over the bid amount. Rick’s recommendation was to do that to finish the work. The board had questions on bank stabilization. Rick reported Mr. Smith was going to put some seed down but just how much is unknown.
South Washington Road work started today.
Sidewalk work at the firehouse complete.
Work on Jenkins Brook is underway by AJ. Though he has to go back to finish a spot-on Maple Ave that he did not know was in the bid. Might be completed by Monday.
There was some discussion on whether mowing would get done due to time constraints. The board thought John might be able to coordinate that while Rick is gone. Rick reported work on O’Donnell and Blackhawk is done. Excavator not coming till October 4, the crew will start on the Pent Road first.
Rick stated a little more sand is needed and that his truck is back from being repaired. The crew can finish hauling sand while Rick is gone. Still needs to finish side filling East Randolph Road. Rick asked about Edwards Road. Kevin said he asked if he could get a Geotech from a resource through the state to give us an idea of what needs to be done. Rick asked about temp fixes being okay with FEMA. Kevin will have to double check on temp fixes with FEMA.
- Parks and Forest Commission- The discussion was around how to narrow down a list of 12 people interested in the positions. Board opted to have Jesse and Kasey draft an email to them along with the bylaw and to also include what other areas of the Town need volunteers so they would know there are multiple committee’s that need volunteers.
- Planning Commission – Greg Herrin reported they had covered everything when Kevin Geiger was speaking. The Board thanked Greg and the whole Board for stepping up when the Town needed them.
- Jesse gave a comprehensive update on the process they thought would work going forward with the punch cards, stickers, and guidance for the Clerk and Treasurer. Board discussion on Annual Renewal date and chose January 1st of the year. There was discussion about how onerous it would prove to be figuring out who was a resident (a resident is anyone who pays taxes in Chelsea) if there were two sets of stickers. Most of the Board thought it would be better to have just one fee, that way stickers could be sold at the stores as well as punch cards. It would make tracking easier as well for the clerk and easier to sell online. There would be a fee for online sales of $2.50 to cover the cost of using the digital portal and postage. Discussion on what happens if a household has more than one car. Maybe Snook would be able to make that decision. There was discussion on when to roll it out. Jesse was waiting to get some more data from Snook(a two-week average of persons using the Transfer Station). Greg had input on marketing ideas. Town Clerk could possibly get word in the Herald through Town Clerk News. More follow up at the next meeting.
13. FEMA Update- Not much to say according to Kasey’s note. Pedestrian bridge costs needed. Kevin and Leyna met with a state consultant, Thad last week on Edwards Rd and Pedestrian Bridge and Maple Avenue. Also met with a person on the basement mitigation. The pedestrian bridge needs some engineering, they checked out Maple Ave., and the consultant said to start work on Edwards. The basement was looked at with Leyna. Kasey will need to get bills together to see if we meet a $ threshold. Karen stated Irving was coming to clean furnaces next week. Leyna to research what vapor barrier cost would be. Update on where items in the hall will reside. Rick to store some items at the Garage. Kevin to ask Judy Libby to pick up the food for the food shelf. Discussion on dehumidifiers. Most people will need them this spring. The board decided that those that haven’t returned them could keep them. The board decided to donate some fans to the school.
- Liquor Licenses – Tim Ward- Limit Assets- Kelly wanted a discussion about how we approve new liquor licenses. She felt if the Board was approving a new liquor license, they should give abutters some notice for feedback. As the liquor control board for the Town, they may make any policy. The board agrees and in time there will be a policy drafted.
Leyna Hoyt moved to approve the 1st,3rd class and outside consumption permit renewals for Limit Assets. Jesse Kay seconded the motion. There being no further discussion, all were in favor. Motion passed.
- * Added item* Board administratively signed contract with John Smith ($27150), and Tim Ward ($25,311.88) which were approved at time of bid selection.
- Jesse Kay moved to approve orders. Bill Lyon seconded the motion. No Discussion. All were in favor. Motion passed.
- Approve Meeting Minutes-September 5, 2023- Discussion on who saw the minutes. Kelly Lyford moved to table approval with Bill Lyon seconding the motion. There being no further discussion. All were in favor. Motion passed.
- Executive Session- personnel- Kevin stated a need to go into executive session for personnel.
Leyna Hoyt moved to go into executive session for personnel at 9:08 inviting Karen Lathrop. Motion seconded by Jesse Kay. All were in favor, Motion passed.
Jesse Kay moved to exit executive session at 10 PM. Motion seconded by William Lyon . No Discussion. Motion Passed.
Action- Board decision to move forward with a Town Administrator position, moving forward writing a job description for the position/salary for the next meeting.
Decision on employee salary. Leyna Hoyt moved to adjourn at 10.01pm with Jesse Kay seconding the motion. No Discussion. All were in favo
July 25, 2023 Selectboard Meeting Minutes Final
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, September 5, 2023 DRAFT
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
Chelsea Selectboard Meeting Tuesday, August 29, 2023, 6:30pm Chelsea Town Hall Edited
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.
Special Selectboard Meeting Minutes (Draft)
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
- Call to Order – Kevin called the meeting to order at 6:30 PM
- 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. - 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
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,
- Upper Village Road – mudslide and Site 1
- South Washington Road and Edwards Road
- Brook Road, Pent Road, and Hook Road
- 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.
Chelsea Selectboard Meeting Tuesday, August 1, 2023, 6:30pm Chelsea Town Hall, EDITED
Board Attendance: Jesse Kay, Kelly Lyford, Leyna Hoyt,
William (Bill) Lyon, Patty Swahn, Board Administrative Assistant
Other Attendees: Tracy Simon -Emergency Management Director, Gayle Durkee, Karen Lathrop, Pastor Bill Smith, Johanna Welch, Sheilagh Smith, Ryck Morales- SBA
Meeting –
Kelly brought the meeting to order at 6:32 PM
Conflict of Interest – No conflict of interest
Additions to the agenda – Use of Village Green (basketball court/playground)
Public Comments – Sheilagh Smith thanked the Board for their volunteer efforts and dedication in helping the Chelsea Community with the ongoing Flood Recovery.
Tax Rate – Gayle presented a correction of the tax rate to the Board. Adjustment to the Veteran Tax exemption of $40,000 instead of $30,000. This will bring the tax rate down to .7881. Leyna moved to approve the adjusted tax rate of .7881, Jesse seconded. There was no discussion. All in favor; “aye” and the adjusted tax rate for 2023 has been approved.
Development Review Board – Johanna Welch is the only official member of the DRB. Johanna requested an Executive Session with the Selectboard members.
Leyna moved to go into Executive Session.
Kelly asked the guests to step outside while the Board went into Executive Session, Kelly invited the Admirative Assistant into the Executive Session. Left the Open Meeting at 6:40 PM, entered Executive Session at 6:42 PM.
Jesse recused herself from the Executive Session due to a conflict of interest.
Exited Executive Session at 6:54 PM with no action taken.
Kelly opened the meeting back at 6:56 PM.
Continued conversation with Johanna regarding DRB, asked Johanna to continue as the Chair of DRB.
Jesse moved to appoint Johanna Welch as the DRB Chair, Bill seconded.
There was no discussion, all were in favor. The appointment was approved.
Selectboard approves all new DRB Board Members.
Action item: Development Review Board Members need updating on the town website.
Moxley Bridge – Leyna will follow up with Karen regarding more information on the Chelsea BO 1444(62). This project entails rehabilitation of covered bridge #46 on Town Highway 68 Moxley road.
Flood Recovery:
Debris:
Dan Gauthier contacted Tracy regarding the HHW pickup, the contractors will pick it up Saturday during Transfer Station hours or they will call Tracy 48 hours ahead of the pickup day. Tracy is confident that all HHW related to the flood has been taken to the two HHW dumpsters at the Transfer Station. EPA has looked at the oil tank and a Hazmat spill team came out originally to look at the soil. Tracy will call EPA to inform them that neighbors are reporting a strong petroleum odor. There is additional remediation
needed in town. Frank Keen’s lawn and then down the bank.
There is to identify if there is still debris on Beacon Hill, Pent Road and Bobbinshop Road.
HHW will be on Saturday, August 5 at the Transfer Station, this will be the final Saturday for HHW to be received at the Transfer Station, any HHW after Saturday will need to be taken to the facility in Middlesex near the State Police Barricks. The HHW needs to be flood related.
Recovery Phase:
Tracy introduced Ryck Morales of the Small Business Administration. Ryck gave information on how to apply for disaster loans for businesses, homeowners, and renters. Benefits are a fixed interest rate at 2.5%, automatic 12-month payment deferment with 0% interest for the first 12 months. No insurance settlement is needed to apply or receive loan.
Tracy and Ryck Morales are working together to have a town hall meeting with FEMA and SBA.
Roads:
Rick has begun grading. He has been in contact with Dubois and King, and they will get together to sort out bid packages for the roads that need contractor repair, ditching for Pent Road, Upper Village Road, Brook Road, Jenkins Brook Road. Jesse will get the documentation to Dubois and King, including Leyan and Rick’s photos, Tracy’s drone footage.
Dubois and King has looked at the damaged roads, taken measurements and collected GPS coordinates of the damage. Dubois and King are documenting each site as to who the Contractors are, what materials are being used, which trucks were used.
If it is under $250,000 we do not need to go through posting for bids. We can get quotes from 3 to 5 contractors and then decide how to go forward.
All wires on Upper Village Road are cleaned up.
Need to reach out to Natural Resources about water ways.
Chris Bump gave options for Edwards Road,
(a) close it to one lane to keep two cars meeting.
(b) close it to through traffic, only residents of Edwards Road may travel it.
Per Leyan, Rick advised closing it to through traffic.
There are 5 mud slides from the July storm.
Bill made a motion to close Edwards Road to through traffic, Jesse second.
There was no discussion. All in favor “aye”, the aye’s have it and the motion to close Edwards Road to through traffic approved by all.
Closure will begin on Wednesday, August 2.
Route 110 bridge above Upper Village Road is open.
Highway equipment update –
The town loader will be back on Wednesday.
Permits – Use of basketball court and playground for NCF Vacation Bible School recreation was approved.
Logging contract – Bill will follow up with Kevin Braman to see if he is ready to move to the George Tutherly block of the Chelsea Town Forrest.
Approval of Orders – Jesse motioned to approve all Orders of the night, Leyan second. All approve – “aye”, so moved, all orders of the night were approved by all.
Future Agendas –
Flood Recovery
Logging Contract
Transfer Station
Orange County Sherriff Department
Sydney Steinle – TRORC
Executive Session – No Executive Session
Adjourn – Leyna moved to adjourn the meeting; Bill seconded. All approved. Meeting adjourned at 8:37 PM