05.27.26 Selectboard Draft Minutes

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GUILFORD SELECTBOARD MEETING

Wednesday, May 27, 6:30 pm, 236 School Road, Guilford, VT

Draft Minutes

SELECTBOARD MEMBERS PRESENT:  Sheila Morse, Tara Cheney, Mike Szostak, Kim Frost, Chip Carter

STAFF PRESENT:  Jim Freeman, Erika Elder

PRESENT IN PERSON: Jared Bristol (GVFD), Steve Lembke, David Eastmen

PRESENT VIA ZOOM: Don McLean, Cindy Clark, Jeannette Tokarz, Evelyn McLean, Christina Belogour, Rick Zamore, Tammy Sargent

  1. Call to Order  at 6: 30 by Sheila
  1. Rules of Procedure read by Chip
  1. Welcoming of Public; Community Comment Period
    Tara commented about including more than one Selectboard member in communication with Town Attorney voted 9.11.23.
  2. Changes to Agenda Order MOTION: Sheila moved to move the One-ton Truck Purchase item to Highway Update Tara seconded. The vote was by voice. All were in favor, no objections, no abstentions. Motion passed.
  1. Updates & Reports
    1. GVFD
      Jared: Fire Dept trains every Tuesday. Doing maintenance on station. Working on radio system and issue with dispatch. Fire Station Open House 10:00-1:00 June 7 – Sheila requested to put Guilford Guides and Town Reports out at that event. Dave Eastmn asked if an effective Fire Department can save on Home Insurance. Jared described Insurance ISO Rating.
    2. Highway
      Jim: April & May we rake, grade and smooth out the roads. He’s happy with the progress. Signs: Ordering signs. Requested to bundle the signs, including Children at Play requested by Chip in Green River. Sheila: This sign is not on our agenda today.
      1. One-Ton Truck Purchase ACTION: MOTION
        Jim: Per the Asset Management Program, These trucks last Seven years. Got Two quotes. Ford of Claremont has trucks ready sooner.  Other quote means get in line – 14 months – similar price. Got a trade-in for $45,000 – Jim is leaning toward that proposal.
        Sheila figured Highway Revenue is over budget, Expenses are at 52%, Wages are at 85%. Surplus will cover this truck purchase. Jim: This surplus  is a result to the crew being understaffed.
        MOTION: Sheila moved to authorize the purchase recommended by Jim. Kim seconded The vote was by voice. All were in favor, no objections, no abstentions. Motion passed. 
    3. Town Administrator
      Erika: LEMP was approved by the state. Town Pound Historic Marker approved by V… S255 passed and signed by the Governor moving toward Regional Policing in Windham County. Uptick in phishing and scam emails and reports. Reminds Town officials to be cautious. Sheila mentioned a screening service she uses. Sheila: Mark (Anderson) thought S255 would take much longer. Erika: This will need to be addressed by a future budget.
  1. Old Business
    1. Communication
      Sheila: We put out 180 surveys at the 05.06.26 Special Town Meeting. We received 37 responses. We are looking into Facebook for information posting. Preference for email was much greater. Chip: Look at what are we trying to communicate. Kim feels  more outlets equals more communication. Tara: We should use the Event Calendar on site. Sheila: Chuck Collins and I are doing a presentation at a BDCC event. We are exploring other channels. Communication is a two-way process. Who feels unheard? Rural Vermont Rising is an example. How do we engage residents before an issue becomes a grievance? We don’t get a lot of questions. Chip: It’s a civic engagement question. Tara: We aren’t doing a very good job with education. Sheila suggested an event with ice cream. Mike has drafted a  powerpoint. Steve Lembke: Segment the audience, figure out how to reach different levels of access, capabilities, internet speeds, etc. Dave commented that Whitingham uses their facebook page for project updates. Dave asked Tara to elaborate on her comment about education. Tara mentioned the recent rescinded Planning Grant as an example. 
  1. Correspondence Policy
    MOTION: Sheila moved to adopt the policy as amended and  Kim seconded. Chip: Concerned in current draft too much power is still given to the chair. Chip came up with replacement language. Discussion about protocol for handling correspondence. Sheila: We should re-amend this policy and I’ll review. We should live with it for a few months. Chip requested more recourse for people to disagree. MOTION: Sheila moved to rescind her motion. Kim seconded. The vote was by voice. All were in favor, no objections, no abstentions. Motion passed. . Dave: Concern that correspondence could become onerous. 

Steve L: Appearance Conflict of Interest should be avoided.

  1. New Business
    1. VTrans Suggestions for Town Safety Measures at RT5 & Guilford Center Road
      Discussion about intersection of Guilford Center Road and RT5 and VTrans suggestions.
      MOTION: Sheila moved to authorize Jim up to $800 from the HWY budget to implement VTrans suggestions. Including – 1 speed limit, 1 single post JCT US-5 1 double arrow and repainting. Chip seconded The vote was by voice. All were in favor, no objections, no abstentions. Motion passed.  Tara abstained
    2. Covered Bridge Society Requests
      Erika: The VT Covered Bridge Society contacted the town asking to put a “Betsy Ross” Flag on the Green River Covered Bridge for the the US 250th. No cost. Second request for the Town to purchase and display a Covered Bridge Week banner for $80.

MOTION: Tara moved to pay the fees for the Covered Bridge banner and agree to the flag and Chip seconded Steve: not in favor. Wants to bring this to the Green River Preservation Trust Board. Never been any banner put on the bridge.
MOTION: Tara moved to rescind the motion. Chip seconded. The vote was by voice. All were in favor, no objections, no abstentions. Motion passed. 

  1. Correspondence (none)
  1. Finance  ACTION: MOTION (5  minutes)
    1. Budget Status
      Discussion about current status and FY revenue shortfall.
  2. Warrants      
Payroll – WE 05.17.26$6,981.03
Payroll – WE 05.24.26$6,707.36
Expense Warrant #2622$17,526.50
Expense Warrant #2622F$137.00
TOTAL$31,351.89

      MOTION: Tara moved to accept the warrants. Sheila seconded. The vote was by voice. All were in favor, no objections, no abstentions. Motion passed. 

  1. Approval of Minutes ACTION: MOTION (2 minutes)
    1. Minutes of the regular meeting of  05.11.26
      MOTION: Sheila moved to approve the minutes, Mike seconded.  The vote was by voice. All were in favor, no objections, no abstentions. Motion passed.  Chip abstained.
  1. Actions from Previous Meeting
    1. Clarified minutes of 03.09.26
    2. Adopted AI Use & Social Media and Email Policies
    3. Approved WCHS contract for FY27
    4. Motion to send letter supporting repeal of Act 181 did not pass
    5. Approved Warrants
    6. Approved Minutes of 4.27.26
    7. Executive Session
    8. Approved New HWY Wage Structure for FY27
  1. Action Taken
    1. Agreed to add topic of Selectboard attorney correspondence to the agenda for a
    2. Approved One-Ton Truck Purchase
    3. Tabled Correspondence Policy until August
    4. Approved $800 for signs at Guilford Center Road and RT5
    5. Tabled Green River Covered Bridge decoration
    6. Approved Warrants
    7. Approved 5.11.26 minutes
  1. Actions to be Taken
  1. Adjournment

MOTION: Chip moved to adjourn and  Kim seconded. The vote was by voice. All were in favor, no objections, no abstentions. Motion passed.  Mike was not present. The meeting adjourned at 8:32 p.m.

Next Meeting: 06.08.26

Meeting Video: https://www.brattleborotv.org/guilford-selectboard/guilford-selectboard-meeting-5-27-26/