The newly created Chelsea Forest and Parks Commission will meet the first Monday of every month for the year of 2024.
Jan. 8, Feb. 5, March 4, April 1, May 6, June 3, July 1, Aug. 5, Sept. 2, October 7, Nov. 4, Dec. 2
The meetings are held at the Chelsea Public Library at 6:00 p.m.
The meetings are open to the public and we encourage your input
Chelsea Selectboard Meeting Minutes (draft)
February 6, 2024
Present: Kelly Lyford, Leyna Hoyt, William Lyon and Jesse Kay
Others Present: Gregg Herrin, Karen Lathrop
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.
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.
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.
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.
Present: Robin Amber, Kate Willard, John Latham, Jen Chase, Andrew Pomerantz, Susan Elder, Linda Kuban, Pete Amber and Marty Gratz (via Zoom).
Kate Willard: Discussed work done on drafting an Ordinance and information gleaned from discussions with selectboard, VLCT, grant organizations, and others to determine whether an ordinance is really the best avenue. She suggested that perhaps a Mission statement is all that is needed.
Linda: Agrees that Mission statement should be used instead. Andy: Feels the question needs to go back to selectboard for guidance. An Ordinance could be the ultimate goal of the group giving guidance of rules and regulation on use of parcels. Kate: Agrees it is up to selectboard to make this decision. Marty: Agrees bringing issue back to selectboard and that a mission statement is a better fit. Selectboard seemed to be asking for help due to so much work on their plate. Susan: Found out that some grants do not require Ordinance. Review of some Ordinances currently on books. Discussion needs to happen about whether to include Heath Field and Roberts Gould land. Perhaps include a Rec Department person to this group. Pete: He had done work for both Will Gilman on the Roberts Gould land and at Heath Field so maybe rec. Dept. would like a collaborative approach or advice from this committee. Robin: Tunbridge mission statement is reviewed from their website. She is on Rec. committee and will discuss with them the issue of Heath Field and basketball court/playground area. Kate: Would like to pursue getting the forest management plan to address multi-use options with Pagenelli before he retires. John: Would like to know from selectboard what are plans for suggested timber harvesting. Hesitant to jump aboard multi-use as it may encourage mis-use. Trails are one thing but opening forests up to ATV, and bikes invites trouble which some states experience. Kate: Will bring these issues to selectboard tomorrow night under “public Comments”. Robin: Next meeting is Jan. 8th at Library at 6:00 p.m. End at 7:10 p.m.
Request for Proposals
Land Record Digitization/Migration and Public Portal Access Management
Proposals due March 12, 2024
The Town of Chelsea Vermont’s Town Clerk invites qualified vendors to submit a proposal for
Digitization/Migration of Land Records with Public Portal Access Setup and Management to include migration and scanning of Land Record books/indexes dating back 40 years. (1984-2024) CAN OPT TO NO BACK SCANNING TO SAVE MONEY
Objectives for this process are as follows:
The digitization of Land Records will be:
BACKGROUND INFORMATION
The Town of Chelsea is a small rural community located at 296 VT Rte 110, Chelsea, VT in Orange County, Vermont with a population of 1233 people.
Current Land Records (86 land record book hosting an average of 700 pages each) are indexed back 13 years with current software, with no images digitized at this time.
PROPOSAL DEADLINE:
The deadline for proposals is Tuesday, March 12, 2024 5 PM EST. Submit one copy of the RFP response as a PDF inserted into an email addressed to town.clerk@chelseavt.us with the subject line of “ Town of Chelsea VT, Digitization of Records RFP”.
For more information about this solicitation, please contact Karen Lathrop, Chelsea, VT. Town Clerk. 802-685-4460. Monday, Tuesday & Thursday 8 AM -4:00PM
Town of Chelsea, VT 05038 – RFP for Land Record Digitization/Migration FY 24
REQUIRED CONTENT OF PROPOSALS:
1. Please provide a brief cover letter and summary of how your company will assist the Town in achieving its project objectives.
2. Provide brief overview and history of your company including statements concerning:
3. Please describe your company’s capabilities with regards to:
4. Please provide a proposed work plan for migration to your company, specifically key activities, and timing with deliverables.
5. Please provide 3 professional references for municipalities for whom you have completed similar work, or for whom you provide ongoing monthly maintenance and service
6. Describe your projected timeline for project completion. Provide an outline of your expectations of Town participation in all phases of project implementation.
7. Provide an outline of what technical services the Town can expect from your company in all phases of project implementation.
Project Pricing Estimate/Cost for Services Outlined:
Please specify amounts of items below:
PROPOSAL REVIEW and CONTRACT AWARD SCHEDULE (tentative)
March 12, 2024 Proposals due by 5:00PM EST
March 19, 2024 Selectboard bid review
March 21, 2024 Successful bidder notification
April 4, 2024 Contract preparation
April 15, 2024 Begin Project
ADDITIONAL CONTRACTOR REQUIREMENTS:
The Consultant awarded this contract shall apply for registration with the Vermont Secretary of State’s Office to do business in the State of Vermont, if not already so registered.
The contractor shall agree to provide and maintain the following types and amounts of insurance for the term of its contract with the Town of Chelsea. This insurance shall be obtained from an insurer having an A.M. Best Insurance Rating of at least A-, financial size category of VII or greater. [ www,ambest.com]
Commercial General Liability Coverage:
Commercial General Liability Insurance including but not limited to Bodily Injury, Personal/Advertising Injury, Broad Form Property Damage, Products and Completed Operations Liability and Contractual Liability with limits of, at minimal, $1,000,000 Combined Single Limit for each occurrence. The Contractor must list the Town of Chelsea as Additional Insureds on their Commercial General Liability Policy.
Workers’ Compensation & Employers Liability Insurance:
Statutory Worker’s Compensation Insurance and Employers Liability with limits of, at minimum, $1,000,000 any one occurrence. The Contractor must show evidence of Workers Compensation and Employers Liability Insurance Coverage.
Professional Liability Insurance: (Errors and Omissions Coverage):
Professional Liability Insurance Coverage for $1,000,000 Each Occurrence and $3,000,000 annual aggregate. The Contractor must list the Town of Chelsea as Additional Insureds on their Professional Liability Policy.
***********
The Town of Chelsea reserves the right to reject any or all submittals, to compare the merits of the responses, and to choose a Contractor/Vendor, which will best serve the interests of the Town.
Town of Chelsea -Digitization of Land Records
Addendum to RFP – Change to RFP
Page 1 – Redact “to include migration and scanning of Land Record books/indexes dating back 40 years. The Town plans on implementing a digitization management system going forward only at this point. Please disregard any back scanning of documents in the RFP.
Page 1- Change Under Objectives for this process are as follows: change “To merge current files and digitize hard copies of all necessary documents and images to the new system portal, including redaction services if needed” to read, The vendor to come in and scan, perform indexing and redaction sometime in the future.
Page 1 – Under the heading “The digitization of Land Records” – Number of workstations needed will be changed from “Will include 2 workstation licenses” to “Will include 1 workstation and 1 public search station license.”
February 5, 2024
DRAFT Minutes of the Forest and Parks Commission
Chelsea Town Library
Start time 6:10 pm
Present: Linda Kuban, John Latham, Jen Chase, Andrew Pomerantz, Susan Elder, Kate Willard. Absent: Robin Amber, Peter Amber, Terry Libby, John Upham, Kri Gale. Efforts to zoom call with Marty Gratz failed.
Discussion was held concerning the Commission being under same rules as Selectboard on open meeting laws, conflict of interest, officers, setting of meeting, notice, etc. which had been circulated electronically to the group prior. Prior minutes approved with no objection.
Elected: Jen Chase, Chair; Kate Willard, Vice Chair; Susan Elder, Secretary. Voted and approved by majority.
Review of Kate’s drafted Mission Statement. After revision, all approved for use and to be sent to Selectboard member Jesse Kay for insertion on Town website under newly created heading of Forests and Parks Commission.
Jen Chase created a google group email that will be sent to Jesse Kay for use on the town website for contact information for the group.
Susan Elder will send tonight’s draft minutes and member names to Jesse Kay for adding to Town’s website. Susan will draft paper meeting notices and place them in three places as per the open meeting laws.
A discussion was held concerning sub-groups. It was decided that none will be created at this time. Since the group consists of only a few members and with a large cross over of interests it was decided that once we get into specific projects we can then divide up as needed.
Susan read the email from VNRC concerning available resources.
Susan reported on efforts to gather information concerning a pollinator garden on one of the FEMA properties; FEMA restrictions, grant options and low costs flowering trees through the conservation district.
Andy suggested a walk through the town forest. He will organize and notify members of date and time.
The group reviewed on-line and paper maps to identify town properties.
Adjourn. End at 7:25 p.m.
Selectboard Meeting Agenda
6 February 2024
6:30 PM
Chelsea Town Hall
Links to join the Selectboard Meeting:
https://meet.google.com/fwf-ayyb-acq
https://www.youtube.com/@ChelseaVTSelectboardOfficial/streams
Chelsea Planning Commission
Notice of Public Hearing
On Modernizing Chelsea’s Housing Bylaws
February 12, 2024, at 6:30 PM in the Chelsea Town Hall
The Chelsea Planning Commission will hold a public hearing on modernizing Chelsea’s housing bylaws on Monday February 12th, 2024, at 6:30 PM in the Chelsea Town Hall, located at 296 VT Route 110, Chelsea, VT 05038.
The purpose of this hearing is to commence a grant-funded project to modernize Chelsea’s zoning bylaws to expand opportunities for all types of housing construction, with a particular focus on its village center and other areas deemed suitable for future growth. The project will result in a draft revision of Chelsea’s zoning bylaws to replace the current zoning bylaw in its entirety. The revised bylaws are meant to further the goals of the Town Plan and 24 VSA § 4302.
This hearing is open to the public.
Chelsea Forest and Parks Subcommittee
February 5, 2024
Assign-
Review/ approve agenda
Review/ approve draft minutes from November 6th, January 6, 2024 meeting
Old business:
New business:
Adjourn
Present: Robin Amber, Kate Willard, John Latham, Jen Chase, Andrew Pomerantz, Susan Elder, Linda Kuban, Pete Amber and Marty Gratz (via Zoom).
Kate Willard: Discussed work done on drafting an Ordinance and information gleaned from discussions with selectboard, VLCT, grant organizations, and others to determine whether an ordinance is really the best avenue. She suggested that perhaps a Mission statement is all that is needed.
Linda: Agrees that Mission statement should be used instead.
Andy: Feels the question needs to go back to selectboard for guidance. An Ordinance could be the ultimate goal of the group giving guidance of rules and regulation on use of parcels.
Kate: Agrees it is up to selectboard to make this decision.
Marty: Agrees bringing issue back to selectboard and that a mission statement is a better fit. Selectboard seemed to be asking for help due to so much work on their plate.
Susan: Found out that some grants do not require Ordinance. Review of some Ordinances currently on books. Discussion needs to happen about whether to include Heath Field and Roberts Gould land. Perhaps include a Rec Department person to this group.
Pete: He had done work for both Will Gilman on the Roberts Gould land and at Heath Field so maybe rec. Dept. would like a collaborative approach or advice from this committee.
Robin: Tunbridge mission statement is reviewed from their website. She is on Rec. committee and will discuss with them the issue of Heath Field and basketball court/playground area.
Kate: Would like to pursue getting the forest management plan to address multi-use options with Pagenelli before he retires.
John: Would like to know from selectboard what are plans for suggested timber harvesting. Hesitant to jump aboard multi-use as it may encourage mis-use. Trails are one thing but opening forests up to ATV, and bikes invites trouble which some states experience.
Kate: Will bring these issues to selectboard tomorrow night under “public Comments”.
Robin: Next meeting is Jan. 8th at Library at 6:00 p.m.
End at 7:10 p.m.