Meeting Minutes

Chelsea Selectboard Meeting
Tuesday, April 11, 2023, 6:30pm
Chelsea Town Hall
Board Attendance: Leyna Hoyt, Jesse Kay, Kelly Lyford – Vice Chair, William (Billy) Lyon, Kevin Marshia – Chair
Community Attendance: Greg Herrin; Kasey Peterson – Grants; Ginny Campbell; Brian Farnham; Tim Carter; Bob Brannan – Planning Commission; Ed Kuban – Planning Commission; Neil Kennedy – Planning Commission
Meeting:
The meeting was called to order at 6:31 pm.
Conflict of Interest:
There are no conflicts of interest.
Additions to the agenda:
Roberts Gould Athletic Field
Transfer Station
Use of the Village Greens
Public Comments:
Ginny Campbell – April 19th – Neighbor appreciation Day. Ms. Campbell came in an relayed a
story from a few years ago regarding how a neighbor had come and checked on her husband
after hearing him outside working with a chain saw, but noticed the chainsaw was not running
any more. He had suffered an injury and thankfully this neighbor came to check on him. He
took him to the hospital and helped him significantly as Ms. Campbell was out of Town. A story
of how neighbors helping neighbors can really help and, in some cases, save lives. Prior to
COVID, Ms. Campbell had reached out to the Governor’s Office and local legislators with a
suggestion of making April 19th Neighbor Appreciation Day. The board really appreciated
hearing this positive story and agreed to support this initiative. For this year, the board at least
wants to acknowledge this request and would be interested in hearing from others in terms of
how we may do more in the future. Lenya moved to support April 19th, as Neighbor
Appreciation Day. Jesse seconded. All approved.
Marianne McCann – Kevin read a handwritten letter submitted by Ms. McCann reminding the
selectboard of its legal obligation to post agendas and minutes. This included citing state
statute. Kevin acknowledged that the board recognized that the board had missed several
dates. The Board thanked Ms. McCann for reminding them of their obligation. The Board is
committed to doing better moving forward.
Approve Minutes:
March 25, 2023 – Leyna moved to accept minutes with punctuation edits made. Billy seconded.
All approved.
April 4, 2023 – Jesse moved to accept minutes with punctuation edits and identified corrections
for clarity. Leyna seconded. All approved.
Roberts Gould Athletic Field:
Brian Farnham has been contracted for the last several years to mow the Roberts Gould
Athletic Field and this year he has requested that we enter into a two-year agreement, for
efficiency. The cost of this mowing is paid for by reimbursement from the Roberts Gould
Athletic Fund and does not come from taxpayers. Mr. Farnham has provided a copy of his
current insurance and submitted this with a letter of support from the Roberts Gould Athletic
Field Fund board members, to move to a two-year contract. Kevin read a letter from the Roberts
Gould Fund Board recommending to the board to move forward with a two-year contract. Billy
moved to approve a two-year contract for Brian Farnham to mow the Roberts Gould Athletic
Field. Leyna seconded. All approved.
Planning Commission: The Planning Commission does not currently have a chair and has
one open seat vacancy as well. The group has been inactive for several months. The Board
agreed to ask Patty to post an announcement looking for new members and people interested
in participating on the Planning Commission, on the Chelsea Community Page on Facebook,
and on Front Porch Forum. Bob Brannon reported that the last town plan was completed in
2018 and that he believes we need to seek public input from a cross section of members of the
community to identify issues and topics to be addressed through the new town plan due in
November 2023.
Kevin explained that Peter Gregory, Executive Director of Two Rivers Ottaquechee Planning
Commission will help us address what the public engagement should look like. Neil Kennedy
spoke of the invaluable help that Two Rivers has given in the past in developing the town plan
as the plan identifies areas of interest and need for the community and supports the requests for
grant funding.
Planning Commission meetings are typically held once a month on Thursday’s and it’s
recognized that the group will likely need to meet more than once a month during the
completion of the new plan. Kevin will coordinate a meeting with Peter Gregory for April 27th or
May 4th at 7:00 pm at the town hall.
Grants
● Sidewalk Project – Pre-Bid meeting was held today and attended by Kasey Peterson
and one contractor. The bids are due May 2nd, 2023. The Board discussed the timing
and schedule and needs to decide if we want to move forward with the project as it was
identified in the grant request, or should we consult to see if we can have the grant
money reappropriated to an area of sidewalk that has a greater need. The area that was
identified by the Fire Station does not meet ADA standards and it has low spots which
cause the water to pool and individuals have reported to selectboard members and
others, that they are walking out into the street to get around the puddles in this area.
During the winter the low spots freeze and there is potential for slips and falls. The total
project cost is $58,000.00 and has a 50% match. Board members agreed to walk the
projected construction area prior to the next board meeting and come back with an
informed decision. Kevin will call Rita Seto and John Lemieux to inquire about
possibilities.
● Pump Station Grant – Kasey spoke with Mark Spinella at EPA, the next thing we need
to do is the Environmental Review Report, which is typically done by an engineering
company, and we have to put it out to bid. Kevin and Kasey will meet to review exactly
what is needed. In preparation, Kasey will send the documents she has to Kevin.
● VTrans Grants – There is a bridge grant application due, that the town would need to
submit by April 15th if interested in applying. The Maple Avenue Bridge will be needing
updates done to it in the future. The Board discussed submitting a grant application to
cover the cost of having the project engineered to meet all federal requirements, as
there are water lines etc., that run underneath. If we don’t request a grant for the
engineering of the bridge, and we are to receive a grant in the future for the repair of the
bridge, the town would then be responsible for the engineering at that time, which could
be $150,000.00. There’s not a significant risk to having the engineering done now as
the engineering wouldn’t change, although a few permits may need to be updated. If
something happens to the bridge, and we’re in an emergency, we would be forced to do
something. This is a proactive approach and demonstrates to the funders that we are
shovel ready.
Leyna moved to approve Kevin and Kasey moving forward with the bridge grant
application for Maple Avenue. Jesse seconded. All approved.
● Leyna will follow up with Rick on applying for a paving grant this year, for the Upper
Village Road.
Mowing – Contract discussion: With Gayle Durkee’s help the Pre-bid meeting announcement
went into the paper today for the mowing of all the town properties, except for the Roberts
Gould Athletic Field. The pre-bid meeting is on April 21st
, 2023, at 9:00 am at the Heath Field.
Leyna will be certain to include the location of the meeting on the website. Leyna and Rick plan
to attend.
Highway Department:
● General Updates: Spring cleanup and maintenance is happening on the roads, to
include grading.
● Rick is waiting to hear when the Loader will be evaluated in terms of maintenance
needs.
● We will be posting the highway maintenance position again. We’ve had one inquiry and
the individual is looking for more information about benefits. The ad has run for 6
weeks. We did not include a pay rate this week. Leyna will work with Patty to include
the salary range of $22 – $26 per hour for next week.
● Leyna will work with Rick on obtaining a list of equipment that the Highway Department
has. This asset list will be stored at the town offices and will include an electronic copy.
● Rick obtained a very generalized figure of $270,000.00 – $280,000.00, from International
to replace the Town’s 10 Wheel Truck to help with the Boards planning. Our existing
truck to be replaced may have a value of $60,000.00. The loader may be worth
$30,000.00.
● Rick has inquired about the board’s interest in purchasing an extended warranty for the
Town Pickup, which Leyna reports is a 2015 and has about 55, 000 miles on it. The
extended warranty would be for 2 years and cost $2, 835.00. Leyna did not have
information about who would be providing the warranty and what options were available.
Leyna and Kevin will gather additional information. The Board will make a decision next
week based on that information.
● Rick estimates that the grader needs extensive servicing. Jesse moved to approve the
servicing of the grader as requested by Rick. Billy seconded. All approved.
● We’ve received an access permit application from Richard Colby regarding Whitcomb
Place Road. Leyna will take the application to Rick for review.
Paving Project Bid Update: The Town received two bids for the paving project on the East
Randolph Road. Pike bid $451,357.50 Blak Top bid $488,748.00. Bill moved to accept the
Bid from Pike Industries. Leyna seconded. All approved.
Position Description: We reviewed the updated Highway Maintenance Worker job description
that the Board reworked in February and didn’t formally adopt. Rick has reviewed and is happy
with the updates to the job description. Leyna moved to adopt the highway maintenance worker
job description. Bill seconded. All approved.
Permit Process Discussion: Kevin and Leyna drafted a permit process. The Board reviewed
and agreed on some edits. Kevin will work with Karen to have her review the process to make
certain that this covers all aspects. Jesse moved to adopt the Town of Chelsea Access Permit
and Work Within the Town Highway Process. Leyna seconded. All approved.
Website Update/Discussion: Jesse, Kasey and Karen are continuing to work on the website.
All documents are from the website have been uploaded into the google drive that we all have
access to. Greg Herrin suggested using reports received from the existing website to support
understanding what people are currently using and searching the website for. We’d like it to be
intuitive. Our current Website host has agreed to keep our current website up until our new one
is ready. The goal is that there will be a preview of the website for next Tuesday’s Board
Meeting. Kasey will set up the projector and screen before that meeting. The Board is asking
that anyone that may have input on the website please email the administrative assistant. This
will help those that are building our website to understand community priorities when accessing
the site.
Use of the village green: Received a request from the library for a plant swap starting on May
28 – June 19th. The library held this last year with great success. The library will ensure that
everything stays watered and neat. Leyna moved to allow the library to use the side lawn by the
library and North common. Jesse seconded. All approved.
Virtual Meeting Discussion: Jesse will be testing the Owls this week. Google Meets allows
for live and interactive YouTube. For 10 dollars a month we can record our meetings and post
them on YouTube. There will be savings from our new website to offset this in the budget. The
goal is to be recorded and virtual but will need to work through the quirks of the sound and
lighting. The google links will be on the town website. Leyna moved to have Jesse move
forward on obtaining Google Meets, working with Patty and Gayle. Billy seconded. All
approved.
The Board thanked Chris Belcher for his continued work and support on getting the meetings
streamed.
Purchasing Policy: Leyna moved to adopt the purchasing policy with all edits identified,
effective April 11, 2023. Jesse seconded. All approved.
The Liaisons will meet with employees to review the updated purchasing policy and answer any
questions that they may have about this policy moving forward.
Transfer Station: Billy met with Snook and Kristianne and they suggested an increase of 2 – 3
dollars in the cost of per item pieces for the construction dumpster. We pay by the ton and the
large items such as mattress’ couches and chairs, especially when wet, take up a lot of space
and become heavy, costing more to dispose of. If increasing prices, we would want to do this
prior to the new construction dumpster coming this year. Leyna moved to increase fees by 2.00
for each item. Jesse seconded. All Approved.
Future Agendas – Board discussed the desire to get our agendas pulled together and finalized
earlier. The Board agreed to send all agenda items to Patty by Thursday morning so that it can
be finalized and posted.
● April 18th: Sidewalk Grant; Pump Station Grant; Future Paving Grant; Website review;
Phil Mulligan – Energy Committee; Arpa funding (Board Members will read grant criteria
through VLCT; Tracy Simon – add to the top of the agenda; List Serve; Highway
May 2nd: Sealed bids for the mowing contracts; Sidewalk Grant; Transfer Station (Invite
Kristianne and Snook to the meeting) The Board has rescinded their previous intention to meet
at Thorne Road for the May 2nd meeting. Leyna will contact Mr. and Mrs. Rice to let them know
the change of plans.
Approve Orders: Jesse moved to accept all orders as written. Leyna seconded. All approved.
Executive Session Personnel: No executive session needed. Leyna moved to approve the
salary increases as discussed at previous meeting, to be effective April 16th, 2023. Bill
seconded. All approved.
Adjourn: Jesse moved to adjourn. Leyna seconded. Meeting adorned at 9:31 PM.

Chelsea Selectboard Meeting Minutes 
Tuesday, April 4, 2023, at 6:30 PM
Chelsea Town Hall 

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

Other Town Employees Present: Gayle Durkee (Treasurer), Kasey Peterson (Grants Liaison), Karen Lathrop, (Town Clerk), Patty Swahn, (Administrative Assistant) Mike Whipple/Nathan Billings (Cloverpatch Water Services), Kristianne Gale (Transfer Station) 

Members of the Public: Rella and John Rice, Marianne McCann, Matthew Durkee, Carolyn Mesh, Roy Hayward, Emily Reiss (Chelsea Farmers Market), Robert Clark (Otter Creek) 

1. Call Meeting to Order: 

Meeting called to order at 6:31 pm by Kevin Marshia, Chair 

2. Conflict of Interest Disclosure: 

None. 

3. Changes to the Agenda: 

None 

4. Public Comments: 

Kevin read the email from Cindy Allen dated Saturday, March 25, 2023, regarding concerns. Cindy Allen wrote in her email: 

1) That at the Selectboard meeting in November 2022, Geoff Clayton had a letter from an attorney stating the town is liable for the pipes across the road without permits, and wanted to know who was accepting all this liability? 

2)The level of the parking lot at the Heath field was supposed to be returned to its original level according to FEMA, to allow flood waters to drain around the sewer plant more easily. The Selectboard will respond to Cindy once they have researched these topics. 

3. Hope that this selectboard showed appreciation for the last selectboard. 

Karen Lathrop brought a request from Chelsea School’s sixth grade class to use the Town Hall for a play and practice on May 2,3 and 4th 2023. A motion was made by Jesse Kay to accept the Chelsea School’s request to use the town Hall and to waive the fee typically associated. The motion was seconded by William Lyon; all members approved the request. 

5. Town Treasurer: 

Orders were presented and approved by all members of the Selectboard. 

6. Otter Creek Engineering: Robert Clark, Licensed Civil Engineer 

Otter Creek Engineering has been helping the town of Chelsea off and on with projects for 20 years since their firm’s Inception in 1981. Otter Creek Engineering began working with the Town of Chelsea in late 1999 and continued into 2000. They have helped in a variety of different projects related to the water and wastewater system, recently did a 20-year evaluation that was associated with the town’s Wastewater Plant. It was a requirement of the permit that is issued by the State of Vermont. A variety of different State and Federal funding programs are available to the Town of Chelsea to help address some areas of improvement identified in the report. Minor concerns include standard wear and tear and that is to be expected for a facility almost 50 years old, the need for bigger cost items, such as the Pump Station. 

7. Cloverpatch Water Services: Nate Billings/Mike Whipple discussed the proposal of their contract to maintain and provide operating services for both our water and wastewater systems. Contract is a standard contract. Nate and Mike’s normal operations, routine equipment maintenance and light building/grounds maintenance to keep a clean work environment, except as Stated where it is the Owner’s responsibility section. All compliance reporting to the State of Vermont, collection of all required sampling, delivery of samples to the lab. Water meter reading and recording 4 times a year. As needed water meter and reading device repairs for proper operation. Hydrant flushing and valve exercising annually which is done in the Spring. Assistance and consultation with preparation of operational and maintenance budget. Timely notification and assistance with permit renewals. The board will review the proposal. 

8. Village Green Request: Emily Reiss, Chelsea Farmers Market Manager 

Emily sent a follow up email to the approved use of the town green with three additional requests for consideration: 

A) Would the SB allow vendors and musicians to temporarily pull vehicles onto the green to unload goods and equipment, and to reload at the end of the market? The vehicles would be moved off the green during the Farmers Market. 

B) A local vendor drives a small riding lawn mower and sets their goods and wares up using the trailer attached to the lawn mower. Would the SB allow this vendor to drive the riding lawn mower onto the Village Green and be able to leave her portable display attached to the riding lawn mower during the market? 

C) Would the SB consider a designated parking area along the North Common Road for a Food Truck vendor and allow the designated spot to be blocked off with cones? Emily Reiss will submit an appended request with the above items to the Selectboard for consideration and the board will respond in writing and will take it up at our next meeting. 

9. Application for work within the Town Right-Of-Way: 

Matthew Durkee, Brooke Rd, Chelsea has requested a permit to install conduit and a water line from his well across the road to allow the overflow from the well to drain. The idea is to dig a trench and put a one-inch water line and conduit, or something similar underneath the road. Matthew will coordinate with Rick Ackerman in terms of when the work will be completed, and the road will need to be closed. The Application was approved. Rick Ackerman will review the work upon completion. 

John and Rella Rice, Thorn Place or Thorn Road, to possibly install 11 new culverts and add crushed gravel. The request before the Board is to allow the Rices to improve the Class 4 road. The Town needs an opportunity to look at the road in person to have a general feeling about agreeing to give Rice’s permission to haul fill in. The Board is not comfortable at this point to allow culverts to be added. Mr. Rice felt that the road needs more than anything, drainage ditches on the sides because the water is running down the middle of the road. The Board will hold the beginning of their May 2, 2023, meeting at the site of John and Rella Rice’s permit application. We will begin the meeting at 6:30 pm, go over the site with Rice’s, suspend the meeting and return to the Town Hall where the Board will re-open the meeting. 

10. Website update: Kasey Peterson and Karen Lathrop 

The Town’s current website hosting company sent an email stating they would like the Town to sign a five-year contract for $3,995.00 per year. Our current contract is $650 per year. Karen reached out and talked with them and they are not providing any new service. The Board will not sign a contract with them. Our current contract expires April 1st. The Board has asked Karen to contact our current webhost company and let them know our intentions of not renewing. If the current webhost does not agree to the extension, any employment vacancies, SB meeting notes and SB agenda will be posted in Town and social media. 

Kasey has contacted a web hosting company that she has worked with in the past, ThorWorks, to discuss setting up a design. The cost per year would be approximately $350 or less. 

Karen updated our Domain name ownership in preparation for a change in ownership and website management. The Town Domain name will be locked for 60 days, and will be released (April 28). The new website hosting company is in a holding pattern. 

Kasey will continue to work on the website and when the time comes it should take a day or day and a half to unlock the domain name before moving to the new service. 

11. Transfer Station: William Lyon and Kristianne Gale 

Billy orchestrated the purchase of an electric fence with a plug-in charger for the compost section of the Transfer Station to deter bears. Bill will install the fence next week. The electric fence will only be on when the Transfer Station is not being used. . 

Kristianne spoke about looking at the possibility of a different company to pick up our compost as the company we currently use does not provide sawdust to cover the compost to help eliminate odors, animals and insects. In the past pine shavings were used. Kelly mentioned reading in our recent inspection report or permit, that pine shavings are required as part of our compliance to collecting compost. Kevin asked Billy to obtain a barrel of pine shavings for the compost. 

It was mentioned that Steven Thomas of Chicken Wiggle Farm may be interested in talking to the Selectboard about having a contract with the town that could be mutually beneficial for the farm and the town. It was identified that feeding it to pigs may not be an option because the compost has meat scraps and bones which are likely prohibited from being used as animal feed and would need a separate barrel. Leyna will contact Steve Thomas to see if he would like to pursue the conversation with the SB. 

12. Mowing: 

Leyna has obtained a list from Rick of all the town properties that require mowing: Heath Field, Chelsea Sign, Sewer Plant, tennis courts, two commons, town hall, the welcome to Chelsea sign on route 113, the water pump house by Brookhaven, water tank by Kennedy’s with the old town garage in the area behind it, new town garage and 3 (three) FEMA properties, the Allen, Babcock and Richard Dybvig properties. 

The horseshoe pits are not being mowed by the town. Weed whacking is done three times a year and the transfer station is done monthly. 

Leyna spoke with Rick to consider contracting out the mowing. Board agreed. Mowing will be back on the agenda for April 11, 2023, SB meeting to set a date for pre-bids. Leyna and Billy will work together on the mowing bid request proposal. 

Highway Equipment and Capital Equipment: 

Leyna reported on the age of the town’s highway equipment and the replacements that will be needed in the next two years, as well as more extensive maintenance. Leyna requested an evaluation be done on the loader, and a full maintenance workup to be done on the grader, as it has been 6 years since a full maintenance was completed. A very loose estimate was provided of $6,000.00. The Board will look at the Town’s Purchasing Policy and revisit the request for the grader maintenance on Tuesday, April 11, 2023 

Paul’s truck will need to be replaced as it will be ten years old in 2025 and it takes two years to receive a new highway truck. Leyna to ask Rick to inquire information on a timeline and cost of a new highway truck. The Board discussed having VLCT help with a Capital Equipment replacement plan. 

Planning Commission: The Board will invite the Planning Commission to attend their next 

SB meeting scheduled for Tuesday, April 11, 2023, so that we can begin planning for the updated town plan that is due on November 19, 2023. 

Executive Session: Roberts Poor Fund and Town Employee salaries 

William Lyon motioned to move into Executive Session at 9:30 pm. 

Leyna Hoyt recused herself from the Roberts Poor Fund discussion due to a conflict. 

Patty was invited to stay for the Executive Session. 

The motion to distribute funds from The Roberts Poor Fund was accepted and approved. 

Due to time restrictions the Board took no action as it related to the town employee salaries that will be taken up at our next meeting on Tuesday, April 11, 2023, once we have further conversation with employees. 

The meeting was adjourned at 10:01 pm. 

Respectfully submitted,
Patty Swahn 
Chelsea Selectboard Administrative Assistant 

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.

Chelsea Selectboard Meeting Minutes (Draft)
February 7, 2023
Selectboard present: Kevin Marshia, Vice Chair, Kelly Lyford, Bill Lyon & Leyna Hoyt
Other Employees present: Karen Lathrop, Town Clerk, Gayle Durkee, Treasurer, Marianne
McCann, Town Report, Rick Ackerman, Road Foreman, Kasey Peterson, Grant Writer, John
Parker, Rec Committee, Samantha Allen, Rec Committee
Others present: Chris Belcher, videographer, Jenny Martin, resident

1. Call meeting to order – Kevin called the meeting to order at 6:31
2. Conflict of interest disclosure – None
3. Additions to the agenda –
   Organizational vote due to Selectboard resignation
   Water/Wastewater Plant Update
   Organizational vote- Bill Lyon nominated Kevin Marshia as Chair. No second necessary.
   Voted Kevin Marshia as Chair.
   Leyna Hoyt nominated Kelly Lyford to Vice Chair. No second necessary. Voted Kelly
   Lyford as Vice Chair.
4. Public Comments –Jenni Martin discussed the logs sitting at the Heath Field with the Board.
   Jennie will contact the logger ( Bob Burke) to have them removed. Bill Lyon to be contact
   for Jennie Martin. Timeline to remove logs – 30 days. Logger to clean up the area. Jennie to
   contact Bill Lyon.
5. Approve Minutes – January 31, 2023 – tabled
6. Town Report
   a. Selectboard Report- revised by Kevin, with addition of Geoff’s name. Board
   discussion with Marianne as to the editing of the Selectboard report. Board chose to
   go with a general thank you to everyone instead of naming the many who worked
   on behalf of the Town. It was felt that was a more diplomatic way of inclusion.
   b. Report Review- Marianne summarized what was being done for the Town Report.
   Revisions to be in by Thursday morning. Timeline -Book would be back to Town
   around the 20th
   . Gayle asked if the picture of Nolan was okay. Board approved.
   Gayle and Marianne to put books in mail. Board to help if necessary.
7. Rec. Committee – John Parker welcomed the new Selectboad. He brought forth a proposal
   for a portable warming shed (8 x12 with window and door) at the ice rink. No heat due to
   liability. Zoning permit application submission upon Board approval. John stated that the
   prior board approved an 8 ft hoop at the basketball court which will be put in place soon.
   Samantha Allen was writing a grant for a pickleball court at the basketball court. Will come
   back for Board approval at a future meeting. John seeked information on whether Rick
   would continue to mow the rec field. He stated he had done a great job. Kevin stated they
   had not had that discussion with Rick yet. Kevin asked if the Rec Committee had any
   questions for the Board and said the Board planned to meet all the committees at some
   future meetings to touch base and see how they could support them. John reported a box

elder was in need of cutting at the playground/basketball court and Pete Amber would do it.
Rick noted he would be able to help out with that. The Board thanked John for his help with
it.

8. Highway
   a. Highway Mileage Certificate – Rick stated no changes. Administratively signed by
   Board.

b. Class IV Highway Policy- Board discussion on policy. Rick’s thoughts. No work on
any class 4 road for about 15 years and had only been on the Thorne Road once.
Board asked for examples of class 4 roads. Rick pointed out Whitneys, Carpenter
Road section and a few more. Town only responsible for culverts and bridges. Rick
stated it’s all they could do to keep up with Class 2 and 3. Leyna asked about work
done on roads as policy states under supervision of the Road Formann. Discussion
on who maintains the road. Rick stated they probably needed a permit to work in the
Town Right of Way if they plan to have someone fix the road. Rick to call John and
Rella Rice talk about work in the right of way for their use. Board questions which
permit necessary when informed there were two. Karen deferred to Rick. Rick felt
they probably needed both. Rick stated historically he signed off and board signed
off on Access Permits. He stated he was fine with signing access permit for snow
plowing only. Leyna asked why the Board could only work on the policy in only
work in July. Rick did not know but felt revisions were probably necessary. Board
to work with Rick on policy revisions.
Rick gave the Board and update on general highway work and repairs to vehicles.
c. Executive Session – Staffing- Kelly moved to enter into executive session for
Highway staffing at 7:28 pm with Rick, Gayle and Karen invited. Leyna seconded
the motion. Motion passed.
Leyna H. moved to exit executive session with Kelly L seconding the motion.
Motion passed.
Action – Leyna H. to work with Rick Ackerman on advertisement for full time
Highway Position.
Water/Wastewater – Kevin gave a report to the Board on the Water/Wastewater
plant. It was reported there was a broken gear in a clarifier that has to be replaced.
Mike Whipple said cost unknown yet. Board in favor of approving the cost
necessary to keep the plant going. Rick stated what days Nate worked at the plant.
He is still be accompanied by his wife. Board reiterated that it is a liability issue
for the Town and there must be a Town Employee there. Leyna H. to stop by
tomorrow to speak with Nate.
Sewer Plant Laptop update. Bill reported Systems Plus has a $750 price for laptop.
Gayle stated Caulkins price was higher. Gayle stated IT person said you could just
purchase one from Best Buy. Just has to be reliable for online reporting.
Kevin reported he was in contact with Mr. Merryfield, and he is supportive about
how the Board is dealing with the sewer plant. There were needs identified. More
to come. Simon’s called, a little anxious for town to get someone soon to work at
the plant as they are maxed out.

9. Grants – Kasey Peterson
   Kasey requested expectations of the Board and prioritization of the many needs for Town
   Hall. She noted the Vermont Arts Council accepted her report and grant money should be
   dispensed soon for the Pellet Boiler. She noted the RFP for sidewalks needed to go out.
   She noted the Town Hall might not be viable space for generator as it has to be kept
   historically accurate and no space to put generator on other side of building.
   She read off a list of items future concerns for the hall :
   Balcony chairs- $55.000 to restore all, $15,000 to restore only broken ones
   Water leaking into downstairs dressing room
   ADA compliancy
   Sound system for ADA
   Lighting has to be historically compatible
   Handicap Ramp replacement
   Windows – energy efficient
   Sprinklers for building
   Front Door push button ADA
   Fire and Carbon Monoxide detectors
   Plaster Repair
   VTRANs Packet for grants in- due 15 Apil
   Board discussion on the list and priorities. Marianne noted that the SAM.gov piece has to be
   completed soon.
   Board tasked Kasey with accessibility and planning grants. Kasey to forward Kevin the
   Sidewalk grant info. Leyna H. brought ARPA Grant up and thought to have some smaller
   committees on different items for ARPA money. Board thought it was a a good suggestion.
   Kevin would like Andy Pomerantz and Chris Bryne come to a meeting. Marianne noted the
   Board needed to read the guidelines, as they keep changing.
   Creamery issue- three entities-school – Town – Creamery propert owner – drop culvert behind
   the creamery. Marianne met with two people from VTRANs and Rick. She gave an explanation
   of it and there is a file the board needs to look at There is also map. Kasey will scan and send
   maps to Board. Marianne and Kasey briefed the Board on the project. It is at a stand still as of
   now.
   Kasey noted she worked 12-15 hours a month as grant writer
   10.Town Hall Chimney Inspection – February 10 –Kasey reported in order to have the inspection
   completed, the pellet furnace would need to be off for 72 hours. Decision was made to push that
   out until Spring.
   11.Free Verse Farm – Liquor License- Karen submitted the application. Kelly L. moved to
   approve the 2 class liquor license with Bill Lyon seconding the motion. Motion passed.
   12.Division of Fire Safety – Town Hall Inspection – Kelly reported a walk thru done with
   Maurice from Division of Fire Safety, with Karen and Bill and the report has not come in
   yet. There are some items that are restrictions and some items for consideration. Push button
   access for the front door and electrical panel might be outdated. Might need a new one.
   Kasey did report that the electrician that came in for the grants said our electrical wiring is
   up to code but agreed the panel might need to be changed out. Karen noted she had call Mr.
   Farrell about cleaning the furnaces and was waiting to hear from him.
   13.Heath Field – Old Sand Pile Usage – Logs- see under public comments. Bill L. to speak
   with the person parking down there.
   14.Informational Meeting – Confirm Agenda – Candidates having a chance to speak. Invite
   Ronald Johnson and Jesse Kay to speak – budget presentation to update folks who could not
   make the meeting and Public Comments.
   15.Approve Orders – Kelly L moved to approve orders as presented with Leyna H. seconding
   the motion. Motion passed.
   16.Executive Session – Personnel – Leyna H. moved to enter executive session for personnel at
   8:52 pm inviting Gayle and Karen with Kelly L seconding the motion. Motion passed.
   Leyna H. moved to exit executive session at 9:51pm with Bill Lyons seconding the
   motion. Motion passed.
   Action- Moving forward with the AA staffing and wastewater staffing.
   17.Adjourn – Bill L moved to adjourn at 9:54 pm, with Leyna H. seconding the motion.
   Motion passed.

Chelsea Selectboard Meeting Minutes (draft)
January 31, 2023
Selectboard present: Kevin Marshia, Vice Chair, Kelly Lyford, Leyna Hoyt,
William Lyon
.
Employees present: Karen Lathrop, Clerk, Gayle Durkee, Treasurer, Marianne
McCann, Town Report Liaison.
Others present: Chris Belcher, Videographer, Greg Herrin

1. Meeting brought to order by Kevin Marshia at 6:31 PM
2. Conflict of Interest Disclosure- None
3. Additions to agenda – Karen -Town Hall Wiring, Kelly purchasing policy.
4. Public Comments- None
5. Approve Minutes
   January 18, 2023 -Bill L. moved to approve the minutes. Leyna H. seconded
   motion. Passed. Motion passed.
   January 21, 2023- Water Board – Leyna H. moved to accept minutes. Bill
   L.seconded the motion. Motion passed.
   January 21, 2023-Selectboard- Kelly L moved to approve the minute. Leyna H.
   seconded the motion. Motion passed.
   January 24, 2023 – Revisions to be made- Switch who Leyna and Kelly was
   speaking with. Note the emails were read from Mr. Frenier and Mr. Herrington.
   Note under budget, water/sewer rates had not changed since 2017. Note under #14
   last paragraph was a repeat so struck out. Leyna moved to approve minutes of
   January 24, 2023 with revisions. Kelly seconded the motion. Motion passed.
6. Approve Budget
   Gayle briefed the Board on some changes made to budget based on
   recommendations of Chad Hewitt, Accountant. Board reviewed the budget, made
   final revisions to several departments including Highway payroll and Lister
   payroll. Board discussion with Gayle on surplus from the prior year. Board had brief discussion on 21,000 deficit for water/sewer. No changes for this
   budget. Board noted they would have to have a discussion in the future to make it
   solvent.
   Board discussion on Total General Government expense up just under 5% from
   last year. Monies to be raised by taxes would be 1,000,205. Kevin gave examples
   of how much taxes would go up for homes with different assessment.
   Gayle said someone suggested to her that since the Library line up was going up
   by $15,000, should it be placed on the warning as a separate article. Board
   discussion on whether to put it as an article. Gayle explained the Librarian has a
   larger salary, insurance and retirement. Kelly asked what persons may amend at
   Town meetings. Clerk stated voters may amend any line item from the floor at our
   meeting. Board was fine with no extra articles. Kevin noted it could be highlighted
   at our informational meeting and at the floor vote.
   Gayle stated the total budget would be $1,495,796 , with $1,00,205 to be raised
   by taxes.
   Leyna moved to accept the budget of $1,495,796 with amount to be raised by
   taxes $1,00205. Bill seconded motion. No Discussion. Motion Passed.
7. Approve Town Meeting Warning
   Kevin M read the warning. Bill L. moved to approve the warning as read with
   Kelly L. seconding the motion . No discussion, motion passed.
8. Informational Meeting Discussion
   Kevin noted the date and time were set at the last meeting as March 2, 2023 at
   6:30 pm. Board gave feedback to Marianne on what they wanted to go into the
   Town Report. Kevin to create the agenda for informational meeting.
9. Town Report Review
   Marianne stated Town report essentially complete. Last items to be sent in on
   February 1. Proofs to be out next week hopefully. Board questioned who wrote the
   Selectboard report. Marianne stated the chronology came from her and Kasey but

Geoff had to approve it prior to sending to the printer. Board had questions of who
signs the report. Board requested a draft be sent to them. Gayle tasked to call Geoff
about the draft. Discussion on who would be proofing the book. Book should be
proofed and approved by February 6, Marianne stated, but earlier would be better.
10.Approve Certificate of No Appeals to the Grand List
Karen gave a explanation of the Certificate of No Appeals to the Grand List to
the Board. Leyna H. moved to approve the Certificate of No Appeals to the Grand
List with Kelly seconding the motion. No discussion. Motion passed.
11.Thorne Rd/Class 4 Road
Karen gave background on Thorne Road and class 4 highway and the
discussion she had with the Rice’s. Kevin read the email from the Rice’s. Board
discussion on the Rice’s timeframe for work, what they are allowed to do. No one
may work on a class 4 road without an Access Permit from the Town. Discussion
on how to get the Access Permit for plowing only completed, and who the
authorized person signing it should be. Kevin suggested a permit for plowing only,
and then have the Rice’s come in for a meeting. Board reviewed permit
application. Kelly noted there needs to be more consistency in how permits are
issued going forward but felt until that happened the Board should sign off on it.
The Board would need time to look over practices for filling out applications.
Board specified a restriction of snow plowing only on the permit. Karen to follow
up with Rice’s for a complete application and invite Rick to next meeting.
Kelly moved to approve a completed application for” plowing only” on an Access
Permit for Thorne Road with Rick’s approval. Leyna seconded the motion. No
discussion Motion passed.
Board discussion on Class 4 Highway Policy. Noted the policy had not been
updated since 2009. Noted policy needs some updating. Intent is clear but some rewording necessary. Noted policy could only be changed in the month of July as
stated in the policy. To be on a future agenda item at March 21, 2023.

12. Approve Orders
    Bill L. moved to approve orders as presented with Leyna seconding the
    motion. No discussion, Motion passed.
    13.Town Wiring Issue
    Karen brought to the Board a potential wiring issue of 1.30.2023. Board
    discussion on how to approach it next time. Fire Department to be called in the
    future. Board discussion on the wiring evaluation. Kelly to contact the Dvision of
    Fire Safety come in to look at the building. Karen tasked to invite Kasey Peterson,
    grant writer, to Feb 7, 2023 meeting for discussion on possible grants.
    Board tabled purchase policy to future meeting.
    Board set agenda items for Feb 7, 2023 meeting.
    14.Executive Session – Personnel ( if necessary)
    Leyna moves to 8:35 pm executive session for personnel inviting Karen and Gayle.
    Bill seconded the motion. No discussion. Motion passed.
    Leyna moved exit at 9.22pm.Kelly second pass.
    Action: Kelly to set up interviews for AA. Discussion advertising sewer plant
    position. Kelly to draft sewer position advertisement and a highway position
    advertisement.
    Bill Lyon noted there has been someone storing logs on Town Property and
    parking without permission of the Town property down by the sewer pland and
    liability to Town if anything happens there. Bill to contact the person and
    recommend the log pile to be gone in two weeks and clean up of the space in the
    spring . Bill to contact the person parking the box truck as well. Kelly stated it
    should be followed up with a letter.
    Kelly L. moved to adjourn with Leyna seconding the motion. No discussion.
    Motion passed . Adjourned 9:31 PM.

Special Selectboard Meeting Minutes (draft)
Tuesday, 24 January, 2023
Selectboard Present: Kevin Marshia, Vice Chair, William Lyon, Kelly Lyford, Leyna Hoyt
Other Employees present: Gayle Durkee, Treausrer, Marianne McCann, Town Report
Other persons present: Chris Belcher, videographer

1. Call meeting to order – Meeting called to order at 6:32 by Kevin Marshia.
2. Conflict of interest disclosure -None
3. Additions to the agenda -Karen – Town Warning/Time Line
   Gayle added MRGP for approval
   Marainne- Town Report
   Kelly Update AA
   Kevin-Update on Sewer Grant Project, Zoom
4. Public Comments – Kevin read email from Mr. Herrington,Sat 21, 2023 about tapping trees on 110 near Dickerman hill cemetery. Board noted land not in Chelsea. An email to be sent to Mr. Herrington.
5. Approve Minutes – None available at this time.
6. Approve Orders- moved to end of meeting
7. Budget Discussions
   Water Budget/SewerBudget- Gayle spoke to the water budget and rates. No rate change in years. Rates to be set at next Water Board meeting. It was noted there was a deficit of around 31,000. Board discussion on Board reviewed the budget.
   Board reviewed changes to Salaries. Operating expense overage last year due to because of contracted work. Gayle noted there were some delinquencies. Kevin compared last year budget to this year’s, proposed they are somewhat close. Some nominal increase to fees for water/sewer? Just a discussion of how much to up rates. Hypotheticals discussed. Kevin, should we leave operating expense or increase? Gayle stated we have used Simons for two months. Board set operating expense at 15,000.
   Highway- Board discussion of mutual aid using mowing equipment to save money. Board discussion on mowing and tree cutting. Rental Equipment line item to 5000. Leyna to check with Rick to see if we have committed to an agreement. Kelly to check with Vershire.
   Board went over Library line item in budget- Gayle noted that VMERS for the Librarian has pushed up the line item.
   Selectboard Budget- Selectboard to use AA laptop, tech line item to 500 for zoom, Supplies to 250.
   AA Budget – Board set compensation at 30,000 to cover 16-20 hours for AA and hour for Grant Admin. Technology to 1200 for laptop.
   Town Clerk Budget – Board increased salary at 33,000 based on state wide average. Drop Assistant Town Clerk to 2,5000, dropped technology down by 100.
   Treasurer Budget – Board increased salary to 33,000 based on state-wide average.
   DTC – no changes
   Listers budget – Board decrease payroll to 8000
   DRB- No Change
   Public Safety -No change OCS billed Dec/Jan
   Town Hall Budget – Custodian salary decreased to 4500 as not all was utilized from last year.
   Board discussion with Treausrer about Mowing payrolls for several Town departments. Discussion on hours for highway. Leyna to double check with Rick to confirm the time he uses.
   Solid Waste budget – Kevin over budget on salary for “22”. Board increase salary 12,000. Leyna how much over? 9-10 thousand deficit.
   Rec Committee line item – No change, Gayle noted the town pays electric for skating.
   General expenses- Election line item brought down to 3000. Clerk explained it would be higher in a year when there were state and federal elections.
   Nemrc- no change
   Petitions Appropriations- 14,2000 for petitions submitted. Clerk said three entities did not make the dead line. Spotlight brought in a petition. Board discussion and decision to put it on the Town warning increases appropriation budgetary line item to 16,240.
   Highway Budget – Board reviewed changes.
   Heating fuel increase to 5000
   Equipment repairs – 45,000
   Diesel Fuel – 80,000 Gayle noted mud season blew the budget last year.
   Board review of bottom line, budget up 4%. $1,130,895 to be raised by taxes about 178,000 more than last year.
   Gayle to bring finalized budget to January 31, 2023 Selectboard Meeting for approval. Gayle to send budget to Board to check excel formulas.Kevin noted maybe some ARPA funds could be used to offset some expenses. If Town could use soome funds to keep taxes down. Gayle would have to look into it. She has to look into extra taxes that we received and see if that could reduce taxes.
8. Gayle presented the Municipal Roads General Permit (MGRP) – enables the Town to get funding and impacts grant income.
   Kelly moved for Kevin to sign the MRGP in the amount of 640.00. Bill seconded. Motion passed.
   Kelly moved to add 640.00 for the MRGP application fee to ANR. Bill seconded. Motion passed.
9. Move to approve orders. Kelly moved to approve the orders Bill seconded. Motion passed.
10. Town Meeting Warning & Timeline. Karen ran down timeline and Hybrid Town Meeting Warning. Discussion on info meeting.
    Bill moved to hold informational Meeting March 2, 2023 at 6:30 pm at the Town Hall. Leyna seconded the motion. Motion 12. passed.
11. AA Update – Kelly updated the board on the AA position. Advertisement in paper for two weeks. Currently drafting questions.
12. Sewer Grant Update – Kevin contacted Ms Ellis. For the Pump Stattion Grant. Appropriation is there and Town must put in an application if we meet the criteria. 600,000 for the project, 20% match Town Match 150,000. There are some criteria for some potential waiving of match if we meet those criteria.
    Many communities have had problems with an unique identity # Duns. Fed account. Gayle noted the process is not easy but we have one and it has to be updated. It is not an easy process.
    Board discussion about having Otter Creet and ANR invited to a future meeting for some imput. Kevin tasked with speaking to John Maryfield about Town options
13. Town Report – Just missing a few small items- fire chiefs report, fire dept budget and prudential board report, selectboard report, Treausrer files and Dog Report from Clerk and three reports for appropriations. Will leave, admin vacant. Selectboard to take some time and think about the proofing of the report.Kelly each person takes a section- next meeting to decide.
14. Zoom Update -Kevin, would like to go forward with a live zoom account. Board discussion, Kevin tasked to work with Gayle on it. Marianne said there is the free account under administrative assistant. Marianne to share info with Kevin. Kevin to look into storage needs for it. Considered public records once Town chooses to use it.
    Kevin spoke about Otter Creek being invited and Kelly ANR also invite to get some input from someone. Conversation with John Maryfield, Kevin will speak to him about what the Town has for options.
15. Executive Session – Personnel (if necessary)
    Kelly moved to enter executive session for personnel at 9:02 pm inviting Karen Lathrop, Clerk. Leyna Hoyt seconded the motion. Leyna seconded the motion. Motion passed
    Leyna moved to exit executive session at 9:28. Bill seconded the motion
    Motion passed.
    Action – Kelly to contact VLCT about Town Resources as the next step going forward with help for an employee.
16. Kelly moved to adjourn with Bill seconding the motion at 9:30 pm. Motion passed.
    Next Selectboard Meeting – Tuesday, January 31, 2023 – 6:30 PM