Chelsea Selectboard Meeting Tuesday, May 16, 2023, 6:30pm Chelsea Town Hall

DRAFT

Board Attendance: Leyna Hoyt, Jesse Kay, Kelly Lyford – Vice Chair, William (Billy) Lyon,  Patty Swahn, Board Administrative Assistant

Community Attendance: Gregg Herrin, Bill Smith, Jr -Pastor, Gayle Durkee (Treasurer), Kasey Peterson.

Guest Presenter:  Harry Falconer, TRORC

Meeting –

The meeting was called to order at 6:31 pm by Kelly Lyford, Vice Chair

Conflict of Interest – None

Additions to the agenda –

Planning Commission Appointment

Orders

Public Comments –

No public comments

Approve Minutes –

Leyna made a motion to approve the May, 2 minutes with edits to add Sidewalk Project and mowing bids to the minutes, the motion was seconded by Jesse.  All ayes. So, moved.  May 2 minutes were approved.

MERP Program: Harry Falconer, TRORC presented a presentation on Municipal Energy Resilience Program. One program, three opportunities, Community Capacity Building “Mini-Grants”, Municipal Building Energy Assessments, Project Implementation Grants.  Suggested Mini-Grant uses; start a local energy committee, hire a grant writer, and host a community energy fair. Project Implementation Grants: up to $500,000 each, can be used as a local match for other grants, including ARPA, eligible work includes, weatherization, insulation, heating system conversion/fuel switching, hot water system upgrades/fuel switching.  Kelly asked Patty to put a notice out to the community for interest in fulfilling seats on the Energy Board.

Treasurer – Gayle presented to the Selectboard to invest a total of $652,000 into a 6 Month CD at 4.5% APY, invest $250,000 from the General Fund into a 6 Month CD at 4.5% APY. 

Town Hall Renovation	$45,000.00	$1,.722	$ 336.24
Equipment Fund	$125,000.00	$5,865	$ 934.01
Sewer Sinking Fund	$155,000.00	$ 7,431	$1,158.17
Water Sinking Fund	$190,000.00	$6,529	$ 1,419.70
Roberts Poor Fund	$50,000.00	$ 11,150	$    373.60
Reappraisal Fund	$75,000.00	$2,250	$    560.41
Record Restoration	$12,000.00	$ 1,898	$     89.67
Total CD 4.5%	$652,000.00
Total Interest Difference	$ 14,508.57	$9,636.77	$4,871.80

General Fund Total CD 4.5%	$250 000.00 $2i.0,000.00	$415,815	$1,868.02
Total interest Difference	$    5,563.10	$3,695.08

Jesse moved to approve Gayle’s request to move investments into two 4.5% APY CD’s, Leyna seconded the motion.  All ayes. So, moved.

Grants –

Kelly and Kasey signed up for two EPA Grant webinars.  Kasey will work with Jesse on Energy Grants and Audits.

Highway Department:

General Updates.

Leyna gave an update on the loader and grader.  The loader has been evaluated by CA, the loader is 23 years of age, low in hours for the age.  CAT will be doing maintenance on the grader next week.  Ric has finished grading.

Paving Update –

Waiting to hear from Pike about a paving date.

Water/Wastewater Contract update:  Kelly gave an update on the Water/Wastewater Contract, the contract is moving in the right direction.

Permits – None

Pastor Bill Smith gave an information on the Bounce House. The Bounce House is 13X13, 6 children can be inside at one time, New Creation Fellowship will have a Parents sign a waiver before their child(ren) enter the Bounce House.  The New Creation Fellowship will have the Bounce House on Friday, May 25 Farmers Market.

Google Meet Owl Microphone:  Jesse talked about the sound quality with Owl, the sound is a little unbalanced. Discussion on setting up on the Stage to see if acoustics are better.  Jess researched an additional microphone for the Owl, the cost will be $250.

Planning Commission:  Kelly and Bill gave an update from the Planning Commission meeting that was held on May 4.

Gregg Herrin and Shenia Covey are interested in being on the Planning Commission Committee.

Jesse moved to appoint Gregg Herrin and Shenia Covey to the Planning Commission Committee, Leyna seconded the motion.  All ayed.  Gregg Herrin and Shenia Covey have been appointed to the Planning Commission Committee.

Future Agendas –

Gayle Durkee – Budget

Mark Lembke (Emerald Ash Borer) Town Forester

Pete Amber (Trees on the Commons)

Water/Wastewater

Capital Plan

Sidewalk Bid Update

John Parker

Approve Orders –

 Leyna moved to approve all Orders; Bill seconded the move.  All ayed.  Orders were approved for the night.

Executive Session – Leyna moved to enter Executive Session at 7:50 pm to discuss Highway Maintenance position and Personnel Policy.  Leyna invited Patty to attend the Executive Session.

Executive Session ended at 8:29 pm

Adjourn – Kelly moved to adjourn the meeting.  All ayed.  Meeting was adjourned at 8:32 pm

Chelsea Selectboard Meeting Tuesday, May 2, 2023, 6:30pm Chelsea Town Hall

Board Attendance: Leyna Hoyt, Jesse Kay, Kelly Lyford – Vice Chair, William (Billy) Lyon, Kevin Marshia – Chair

The meeting was called to order at 6:30 pm by Kevin Marshia, Chair

Conflict of Interest –

Kevin Marshia recused himself from one permit, Jesse Kay to recused herself from Project Sidewalk bids

Additions to the agenda –

Website

R. Colby Permit

Public Comments –

No Public comments

Approve Minutes –

April 18, 2023 – Jesse Kay motioned to have the April 18 minutes approved, Leyna Hoyt seconded this motion, no discussion needed for approval of minutes. All agreed to accept the minutes for April 18.  Minutes approved by all members.

April 20, 2023 – Lenya Hoyt motioned to have the April 20 minutes approved, Jesse Kay seconded this motion, no discussion needed for approval of minutes. All agreed to accept the minutes for April 20.  Minutes approved by all members.

April 30, 2023 – Leyna Hoyt motioned to have the April 30 Special Selectboard meeting minutes approved, William Lyon seconded this motion, no discussion needed for approval of minutes for April 30. Minutes approved by all members.

ARPA Fund Discussion –  Andy Pomerantz, Chris Byrne

Andy presented a list of suggestions for use of ARPA money that was gathered in September 20, 2022.

This was a discussion on how we move forward with ARPA funding. 

Path moving forward:

Send the ARPA suggestion list to Rita at Two Rivers-Ottauechee Regional Commission

Have some perimeters-narrow down the list, address some of the infrastructures.

Mail out a survey to the community for suggestions the community would like to see the ARPA funds used for. Chris will be in touch with Corinth to ask how they put together an ARPA survey.

Have a public meeting to discuss the survey outcome.

Kevin Marshia asked Andy and Chris to stay on the ARPA committee to continue helping the Selectboard with ARPA funding.

Leyna Hoyt will contact TRORC for guidance on ARPA.

Listserv –  Andy Pomerantz, Chris Byrne

Key rules:

At this time this is not a forum for advertising services, products or events outside of Chelsea and the immediate local area (Tunbridge, Vershire, Washington and Corinth).

– Postings should be on issues and events primarily affecting Chelsea. This isn’t the venue for Orange County or state-wide issues.

– No anonymous posts. Your email address often isn’t enough for people to know who you are, so do sign your name or be sure you have entered it when you signed up.

– To get the best participation from the most people, we need to keep the tone of posts respectful. This is a place for ideas or publicizing local events and opportunities.  Personal attacks can get a subscriber kicked off, and uncivil tone will likely inspire a conversation with the moderator at the very least. Posts that don’t belong will be removed from the archive and you will be blocked from further posting.

Andy asked the question to the Selectboard would they use the Listserv for another communication tool, Andy would post the SB meeting minutes and agendas.

Listserv should be moderated, with a response as to what is your interest in Chelsea to help eliminate spammers.  Moderator would also screen

SB unanimously agreed to use listserv as another PUSH communication tool.

Bid Openings –

Mowing:

The Board received four bids on the town mowing.

Farnham Lawncare, Barre – $980 (per week)

Orange County Property Maintenance LLC, Williamstown – No final total was given.

Jerf’s Lawncare, Granitville – $21,665

Ronjon’s Lawn and Landscape, Chelsea –  $ 13,985

The Board Tabled the mowing bid, until they could have a better understanding of the bids.

Jesse Kay broke down each bidder bid by each property, service, per cut price into a spreadsheet, this provided a clearer understanding of each bid.

Returned to the mowing bids after tabling for clarification on the breakdown of each bid.

After reviewing the numbers, Leyna Hoyt made a motion to accept Ronjons’s Lawn and Landscaping bid for mowing. Leyna Hoyt amened the motion to remove the new Town Garage and accept weekly total of $625 and doing the Chelsea 113 sign bi-weekly and Two Commons bi-weekly after Flea Market, William  Lyon seconded the motion, Leyna Hoyt asked Ron Johnson what day a week he would be mowing, Ron Johnson responded that it would be broken into two days, Tuesday start and Wednesday finish, which could vary week to week due to weather.  No further discussion, all Board Members approved the motion.  Ron Johnson was awarded the contract for mowing.

Sidewalk Project –

The Select Board received 5 Bids for the VT110 Sidewalk Project.

Waters Excavation – Perkinsville, VT – $40,868

Galfetti Excavation – Washington, VT – $35,375.25

Workers LLC – Norwich, CT – $31,970

Avery Excavation – Williamstown, VT – $30,677

Northwoods Excavation – Thetford Center, VT –  $45,350

Kevin Marshia will reach out to the contractors for follow-up and clarification of bids, to compare the bids equally, to check references of the contractors.   

Rice Property update:

Kevin Marshia, Leyna Hoyt and Rick Ackerman met John Rice

Kevin suggested amending the existing permit.

Leyna Hoyt motioned to amend the Rice’s permit for the Rices to add material the existing roadbed, replacement up to three culverts, ditching and with the oversight of Rick Ackerman, no further discussion was had, the motion was seconded by Jesse Kay, all members of the board were in favor.  The motion was approved.

Grants –

Kevin Marshia, Kelly Lyford, Kasey Peterson to meet with EPA representative to better understand the EPA grant for the Pump Station.

Highway Department:

General Updates.

Rick Ackerman needs to order tires for Paul’s truck.

Replaced a culvert on the Williamstown Road.

Scheduling interviews for Highway Maintenance Position

Paving Update –

Waiting to hear from Pike about a paving date.

Water/Wastewater Contract update:

Kevin Marshia received an email at 4:19 pm on Saturday from Nate Billings, saying he unfortunately he didn’t feel he was able to move forward with the contract as proposed.  Mike Whipple is giving serious consideration if he can work within the same contract confines. Mike Whipple will reach his decision in the next week or two.  Depending on Mike Whipple’s decision, Kevin Marshia might recommend to the Board they immediately need to put out an RFP for contract services, a position description to hire a town employee.

Permits –

Roberts – Gould request for Women’s summer softball – Courtney Maxham,  (Queen Bees), need to follow up with Courtney to see if this is the correct field they are playing on.

Richard Colby –    Access Permit off the Wright’s place.

William Lyon made a motion to approve the permit for access of the Whitcomb’s place road, Jesse Kay seconded the motion to approve the permit.  All approved the motion and the permit approved.

Website – Jesse Kay provided an update on the Town of Chelsea’s new website.  The new website is officially up and running, Jesse is asking the Community for pictures they would like to share to the new website.

Future Agendas –

Harry Falconer- Planner – TRORC, MERP program

Gayle Durkee – Budget (keep on agenda for every meaning)

Mark Lembke and Pete Amber (Emerald Ash Borer and trees on the green)

Water/Wastewater

Approve Orders –

 Jesse Kay motioned to approve all orders, Leyna Hoyt seconded this motion, all orders were approved unanimously.

Executive Session – None

Adjorn – 

Kevin Marshia motioned for the adjournment of the SB meeting, all members were in favor, meeting adjourned at 9:18pm

Special Selectboard Meeting Thursday, April 20, 2023 6:30 pm
Chelsea Town Hall
Selectboard Members Present: Kelly Lyford – Vice Chair; Leyna Hoyt, Jesse Kay
The meeting was called to order at 6:31 pm.
Jesse moved to enter Executive Session for personnel. Leyna seconded. All approved. Moved to Executive Session at 6:31 pm.
Jesse moved to exit Exited Executive for personnel. Leyna seconded. All approved. Exited Executive Session at 8:19 pm.
The Board directed Leyna and Kevin to arrange for interviews for Highway Maintenance Worker as soon as possible, with Leyna arranging interviews.
The Board will make edits to the Personnel Policy Leave Time for adoption at the next meeting.
Jesse moved to adjourn. Leyna seconded. All approved. Meeting adjourned at 8:21 pm.

Chelsea Selectboard Meeting Tuesday, April 18, 2023, 6:30pm Chelsea Town Hall

Board Attendance: Leyna Hoyt, Jesse Kay, Kelly Lyford – Vice Chair, William (Billy) Lyon, Kevin Marshia – Chair

Community Attendance: Kasey Peterson – Grants; Phil Mulligan-Energy Committee; Tracy Simon-Emergency Management Director

Meeting:

The meeting was called to order at 6:30 pm.

Conflict of Interest:

There are no conflicts of interest.

Additions to the agenda:

Website

Public Comments:

Ginny Campbell – April 19th – Neighbor appreciation Day. An invite from Ginny to join her at 2 pm on the North Common.

Approve Minutes:

April 11, 2023 – Leyna motioned to have the April 11 minutes approved with edits, Billy seconded this motion and the minutes approved.

Energy Committee: Phil Mulligan talked about how the Energy Committee began. Teamed up with Vershire created a promotion to solar hot water initiative, created a power point, provided to be interested enough to other towns and the Energy Committee went throughout the State with this initiative. Hosted an Energy Fair at the school which was well attended. Goals need to be set. The state of Vermont has an Energy Coordinator which would be beneficial in helping the Town set up Energy goals.

Emergency Management: Tracy Simon presented the LEMP, this document will not be made public, all phone numbers on the plan will remain private. We are required to keep track of where our vulnerable citizens are located, citizens can register with the State. First Branch Ambulance has a list of most of our vulnerable citizens. Warming shelters notices will be posted at Town Hall, Post Office, Wills Store. Regional Shelter is at the Barre Auditorium in Barre.

Primary Shelter, United Church of Chelsea, alternative is the FBUD School, Chelsea campus, Town Highway garage as an annex. LEMP is an annual plan that needs to be updated with current contact information for the Town. Continuity of Operations Plan (COOP) are vital to the operation of state government, ensuring State Agencies and Department’s primary essential

functions continue during a wide range of emergencies. The Selectboard to meet with Tracy to put this plan in place. Looking to partnering with the United Church for a backup generator, Tracy pointed out that we do not currently have backup generators for either our primary or alternative shelters. Tracy also suggested looking into creating a Continuity of Operations Plan (COOP) in the future and the Board agreed to add this to a future agenda.

Grants

●            Sidewalk Project –The bids are due May 2nd, 2023, and will be read at the Board Meeting on May 2. 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. Each Board member looked at both sections of the sidewalk in need of replacement. We have good interest in bidding on sidewalk replacement and grant money. After a brief discussion the Board decided to move forward with the sidewalk project in its original location.

●            Pump Station Grant – Kevin made contact and met with Tom Brown of ANR to see if he could meet with the Board for suggestions/ guidance on the next steps to apply for funding.

●            VTrans Grants –Leyna talked with Rick regarding the bid for Upper Village Road paving from Pike, information was sent to Kasey. Kasey needs additional information from Rick before submitting the application. Grants-In-Aid Program financial plan is completed by Kasey. Gayle will be listed at primary contact. Kelly motioned to participate in Grants-In-Aid program financial plan, motion was seconded by Jesse and was approved by all.

Highway Department:

●            General Updates: Spring maintenance cleanup on North and South Commons, tennis courts, town hall. A post to Town website asking for competitive proposals for cleanup service. Jesse moved to appoint Leyna and Kelly to approve proposals for cleanup to or below $3,000.00, seconded by Leyna.

●            Rick called Pike and is waiting to hear from them on the date to begin paving project for Upper Village Road.

●            Kevin publicly thanked Rick and Paul for their work, especially the past 6 months.

●            We’ve received an access permit application from Richard Colby regarding Whitcomb Place Road. Leyna will take the application to Rick for review.

Water/Wastewater Contract Proposal: Kevin sent the proposal to TRORC to look at it, they sent it back with very minor edits (language/insurance). Leyna made a motion to move to

accept the Cloverpatch contract, Water/Wastewater for one-year, authorizing Kevin and Kelly to make the edits, motion was seconded by Bill.

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 Chelsea Senior Baseball for use of Roberts-Gould field, Motion by Leyna to move and accept the request, seconded by Jesse, approved by all. Received a request from Chelsea Library for use of the Village Green for Annual Plant sale for Mother’s Day, Leyna moved to allow the library to use the North Common Jesse seconded. All approved.

New National Opioids Settlement: Motion by Jesse moved to opt into the National Opioids Settlement. Seconded by Billy. Settlement statement signed by Kevin

Future Agendas –

May 2nd: Sealed bids for the mowing contracts; Sidewalk Grant; Transfer Station (Invite Kristianne and Snook to the meeting) Leyna and Kevin update on Thorn Road. Andy to speak on behalf of Listserv, Paving update. Permits (Dick Colby), mowing bids

Approve Orders: Leyna moved to accept all orders as written. Jesse seconded. All approved.

Executive Session Personnel: No executive session needed. There will be a Special Selectboard Meeting, Executive Session (Personel) on Thursday, April 20, 2023 at 6:30 pm

Adjourn: Kelly moved to adjourn. Bill seconded. Meeting adorned at 8:45 PM.