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Planning Commission Agenda, 12.29.2022

Planning Commission Meeting
Thursday 29 December, 2022, 6:30 pm

236 School Road, Guilford, VT

Public is welcome to attend in person or via Zoom. Link below

Agenda

I. Call to Order
II. Recognition of Public
III. Rules of Procedure
IV. Changes to Agenda Order
V. Approval of minutes 11/30/22
VI. Adoption of proposed changes to the Town Plan 2022-2030
VII. Adjournment

Join Zoom Meeting
https://us06web.zoom.us/j/87508933458?pwd=U3AvWW0rV3R2SlowKzRCMmU3K2o4QT09
Meeting ID: 875 0893 3458
Passcode: 553699
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Selectboard Agenda 12.28.2022

GUILFORD SELECTBOARD MEETING
Monday, 28 December 2022, 6:30 pm, 236 School Road
and online (Zoom information below)

Agenda

  1. Call to Order 
  1. Rules of Procedure (2 minutes)
  1. Welcoming of Public, Community Comment Period (10 minutes)
  1. Changes to Agenda Order (2 minutes)
  1. Approval of Minutes (2 minutes)
    1. Minutes of the regular meeting of 12.12.22 and the special meeting of 12.21.22
  1. Updates & Reports
    1. Highway (5 minutes)
  1. Old Business
    1. Opening an account on Indeed.com to post job openings (2 minutes)
    2. Report on Review of ARPA Advisory Committee Recommendations (15 minutes)
  1. New Business
    1. Dates and arrangements for pre-Town Meeting and Town Meeting (2 minutes)
    2. Appointment of EMD (5 minutes)
    3. Housing needs, Jethro Eaton (8 minutes)
    4. Planning Commission Strategic Plan contract recommendation (10 minutes)
    5. Report on Funds (20 minutes)
  1. Finance  (5 minutes)
    Warrants      
Payroll – WE 12/18/22$8,368.13
Payroll – WE 12/26/22$7,124.95
Expense Warrant #2212$50,426.54
Check Warrant – Tax Overpayment (refund)$289.51
TOTAL$66,209.13
  1. Other Business
  2. Communications
  3. Executive Session to discuss personnel issues per 1 V.S.A. § 313 (a)(3) to discuss the appointment or employment or evaluation of a public officer or employee.
  4. Actions from Previous Meeting
  5. Action Taken
  6. Actions to be Taken
  7. Adjournment

Join via Zoom
https://us06web.zoom.us/j/89669087008?pwd=S3NvcFRod3JkUVZ3d1BVakVnSXBqdz09
Meeting ID: 896 6908 7008
Passcode: 410840
Dial by your location, 929.205.6099 US (New York)

ARPA Advisory Committee Special Meeting, 11.08.2022

ARPA Advisory Committee
Special Meeting
Tuesday, 8 November 2022, 6:30 p.m.
236 School Road, Guilford, VT, and online

Agenda

I. Call to Order
II. Recognition of Public
III. Approval of 10.26.2022 Minutes
IV. Changes to Agenda Order
V. New Business
a. Report from Committee Members on potential funding projects
b. Next Steps
VI. Adjournment

Join us in person or via the Zoom app or zoom.us.
Zoom Meeting: https://us06web.zoom.us/j/86893851160?pwd=Mk1rbXBHa1IweXpuMkpxWkZJdjNJZz09
Meeting ID: 868 9385 1160
Passcode: 312092
Or phone in and enter the meeting ID and passcode when prompted: (929) 205-6099

ARPA Advisory Committee Agenda, 10.26.22

ARPA Advisory Committee of the Guilford Selectboard
Wednesday, 26 October 2022, 6:30 p.m.
236 School Road, Guilford, VT, and online

Agenda

I. Call to Order
II. Recognition of Public
III. Approval of 9.28.22 Minutes
IV. Changes to Agenda Order
V. New Business
a. Survey Results
b. Next Steps
VI. Adjournment

Join via the Zoom app or zoom.us.
https://us06web.zoom.us/j/83948355086?pwd=NDh2cTIyL2J1WkRUTlMyNFExTytEQT09
Meeting ID: 839 4835 5086
Passcode: 894955
Or phone in and enter the meeting ID and passcode when prompted: (929) 205-6099

Selectboard Agenda, 10.24.2022

Guilford Selectboard Meeting
Monday, October 24, 2022, 6:30 p.m.
Town Office and online

Agenda

  1. Call to Order
  1. Rules of Procedure, 1 minute
  1. Welcoming of Public, Community Comment Period, 10 minutes
  1. Changes to Agenda Order, 2 minutes
  1. Approval of Minutes, 2 minutes
  1. Updates and Reports
    1. Highway, 5 minutes
    2. Guilford Central School Leadership Committee, 8 minutes
    3. Capital Improvement Plan Report, 2 minutes
  1. Old Business
    1. Request to reconsider Stony Hill Road Right of Way, 5 minutes
  1. New Business
    1. Budget Workshops, 2 minutes
    2. Open Meeting Law Violation Allegation, No. 5, 5 minutes
    3. Report on Requests, Claims, Allegations, Appeals, and Suit, 10 minutes  
  1. Finance Warrants      
Payroll – WE 10.09.22$6,332.93
Payroll – WE 10.16.22$
Expense Warrant #2208$289,143.65
TOTAL$
  1. Other Business
  2. Communications
  3. Actions from Previous Meeting
  4. Action Taken
  5. Actions to be Taken
  6. Adjournment

Join Zoom Meeting
https://us06web.zoom.us/j/89669087008?pwd=S3NvcFRod3JkUVZ3d1BVakVnSXBqdz09
Meeting ID: 896 6908 7008          
Passcode: 410840  
Dial  +1 929 205 6099 US (New York)

Selectboard Agenda, 10.12.2022

Guilford Selectboard regular meeting
Wednesday, 12 October 2022, 6:30 pm
236 School Road, Guilford, VT and online

Agenda

  1. Call to Order
  1. Rules of Procedure, 1 minute
  1. Welcoming of Public, Community Comment Period, 10 minutes
  1. Changes to Agenda Order, 2 minutes
  1. Approval of Minutes, 2 minutes
  1. Updates and Reports
    1. Highway, 5 minutes
      • Center Line and Edge Painting – Center Road and Hinesburg Road 
    2. Guilford Central School Leadership Committee, 8  minutes
  1. Old Business
    1. Declaration of Inclusion, 5 minutes
    2. BDCC/SeVEDS Letter of Support, 5 minutes
  1. New Business
    1. Reallocation of Funds: VT Bond Bank loan; legal fees, 5 minutes
    2. Appointment of Assistant Treasurer, 5 minutes
    3. JP Ballot Mailing, 10 miunutes
    4. Open Meeting Law Violation Complaints, 10 minutes
  1. Finance. Warrants      
Payroll – $
Payroll – $
Expense Warrant $
TOTAL
  1. Other Business
  2. Communications
  3. Executive Session: to discuss personnel issue 1 V.S.A. § 313 (a)(3) to discuss the appointment or employment or evaluation of a public officer or employee.
  4. Actions from Previous Meeting
  5. Action Taken
  6. Actions to be Taken
  7. Adjournment

Join Zoom Meeting
https://us06web.zoom.us/j/85727581001?pwd=eGFhcEk2NEFtUzVydWhBN3Azb2J2Zz09
Meeting ID: 857 2758 1001                 
Passcode: 369916
One tap mobile
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Special Meeting, Board of Civil Authority, 10.11.2022

Special Meeting: Guilford Board of Civil Authority
Tuesday, October 11, 2022, 6:30 p.m.

Guilford Town Office, 236 School Road, and online

The purpose of this Special Meeting is to discuss the Justice of the Peace not on the General Election Ballot. 

Agenda

  1. Call to Order

2. Recognition of Public

3. Discussion / Update: Justice of the Peace Ballot 

4. Adjournment

Note: Meetings are open to the public. 
Questions? Contact Penny Marine, Town Clerk, 254-6857, extension 101. 

Join Zoom Meeting 
https://us06web.zoom.us/j/85455286082?pwd=U3BUUU5FcWo5R lk4TkErdkRyN0R2QT09 
Meeting ID: 854 5528 6082 
Passcode: 745006 

Strategic Planning Consultant RFP: Q&A

This set of questions summarizes questions received prior to the RFP submission deadline. This webpage will be updated until the submission deadline.

Does the Town have a budget or budget range for these consultant services? Is there a budget that can be shared?

The Town does not yet have a budget range established. We anticipate that costs will be determined based upon services provided. For frame of reference the Municipal Planning Grants through ACCD range from $25,000 to $40,000. We anticipate a budget within that range but actual budget will be determined by the scope of services covered under the contract.

Has the Town previously undertaken a strategic planning process?  If so, is any documentation resulting from that initiative available?  

Not exactly. In 2013-14, Guilford participated in the Community Visit program of the Vermont Council on Rural Development.

Further describe the role of the Planning Commission via-a-vis the Town Selectboard in the planning process and in the ultimate approval of the plan.

The Planning Commission is charged with overseeing and managing the Town’s planning activities. The Selectboard, at the recommendation of the Planning Commission, will adopt the final plan. The Selectboard approves any expenditures (for planning and implementation).

Does Guilford coordinate its planning with, draw resources from, and rely on data from any neighboring counties, cities, or other, larger entities? If yes, which ones and to what extent?

Most Vermont towns collaborate with regional planning commissions and regional development corporations. In Guilford’s case, we work with the Windham Regional Commission.

How does the Town envision the role of municipal employees in providing input and information into the planning process and feedback on the plan itself?

Municipal employees will be invited to engage in all public meetings. We do not anticipate that special weight will be given to any single voice or group of voices.

Does the Town envision that planning meetings with the Selectboard and Planning Commission would be conducted in accordance with Open Meetings requirements?

Yes. All public meetings will be conducted according to Vermont Open Meeting Law.

Clarify the meaning of “future priorities.” Are these priorities meant to be enacted after the current town plan expires in 2030, or is the intent to have the priorities be more for the next three years that provides increased focus and clarity on the priorities currently outlined in the Town’s various plans and documents?

For the purposes of this project, the Planning Commission seeks clarity on a set of shorter-term actions (well before 2030) that are also informed by the community’s sense of its longer-term interests. 

The 2022-2030 Town Plan is aspirational and replete with multiple goals. The preferred outcome of the strategic planning process would be to clarify priorities that promote smart growth in the 10-20 year time frame 

Are there specific current challenges or opportunities that the consultant should be aware of as it relates to Town elected or appointed leadership?

As can be seen in any community, Guilford has divisions that can manifest as lack of trust in Town leadership. The Selectboard and Planning Commission are committed to proceeding in a manner that respects all residents, is transparent and allows for all voices to be heard. 

What impact on the planning process, if any, does the Town anticipate, given that Town Meeting Day in 2023 will occur in the middle of the planning process?

At this moment, we do not anticipate any ballot questions that would impact the planning process. Nor should this planning process work to develop ballot questions for March 2023.

Is this project grant funded? If yes, which entity(s) did the grant come through? Is this project to be funded with ARPA funds and if so, are there ARPA requirements for the Strategic Plan?

The Guilford Selectboard is exploring the use of ARPA dollars for this project. We are not aware of specific requirements for such a use of ARPA funds.

Are there any events that have been identified as potential venues for Community Forums (ie – annual events, etc).

None.

Does the Town have any results from its ARPA Community Survey available?

Not yet. The survey closes on Oct. 20, results may be available in early November.

Does the Town currently make use of any social media, and if so, using what platforms (i.e. Instagram, Facebook, etc.)?

The Town does not have social media accounts. We do make use of Front Porch Forum and a privately managed Facebook page.

Is there an anticipated or desired number of Community Forums to be held?

3 – 5.

Preference will be given to proposals that include opportunities for in-person community meetings. Virtual meetings may be used for preparation and check-in meetings.

Must meetings be conducted in Guilford?

Proposals that seek to engage the community in person will win the day.

There may be a certain set of planning activities that can be accomplished from a distance, but not all.

Are there any points counted or a preference for local or in State consultants? Are out of state firms encouraged to apply?

Preference will be given to consultants or firms that demonstrate an understanding of and appreciation for Guilford-centric engagement as well as Vermont statute and law.

Are there any points, preferences, or considerations for minority owned or women owned businesses?

The Guilford Selectboard has a policy of inclusion. While no points are accorded to specific groups, proposals are encouraged from all qualified consultants.

Can companies from outside the USA apply? (like, from India or Canada)

Yes. Preference will be given to qualified local or regional applicants.

Can we submit the proposals via email?

Yes. Submit materials to help@guilfordvt.org. Subject line: Strategic Planning proposal submission

The RFP indicates proposals may be mailed or hand-delivered. How many hard copies would you like us to submit?

Five, please.

Notice Re: Upcoming General Election, Justice of the Peace Ballot

TO: Registered Guilford Voters
FROM: Penny Marine
DATE: September 29th, 2022
RE: Justice of the Peace

Registered Guilford Voters,
Due to unexpected circumstances, the Justice of the Peace candidates were not submitted in time to be placed on the original ballot for the November 8, 2022, General Election.

If you would like a Justice of the Peace Ballot, you may request one by calling the town office (802-254-6857 x101)

Thank you,
Penny Marine
Town Clerk/Treasurer

Justice-of-the-Peace-Ballot-1