Selectboard

PUBLIC HEARING Thursday, 3.23.23, 6:30 p.m.

DRAFT MINUTES

Present in person: Zon Eastes, Michael Becker, By Zoom: Verandah Porche, Tara Cheney

1. Call to Order 6:30 pm – Zon
2. Recognition of Public: Jeannette Tokarz
3. Rules of Procedure
4. Changes to Agenda Order – NONE
5. New Business

Public Hearing to review and adopt the final version of Town of Guilford’s Town Plan,
2022-2030 which was adopted by the Planning Commission on 12.27.22.

Amendments include 1) incorporation of a paragraph in the History section that
discusses the history of Lucy and Abijah Prince in Guilford 2) inclusion of explanatory
language regarding the tax abatement process in the Land Use section 3) removal of the
sentence indicating that Guilford would undertake a sewer feasibility study, replacing it
with language that wastewater and water management systems would be explored in the
Land Use section  4) updated information indicating that Guilford’s Local Hazard
Mitigation Plan has been approved by the State of Vermont. 

Additionally, all of the maps contained within the Town Plan have been updated with new
maps when available. Finally, the Town Plan has been edited to include the Town’s new
website address. 

Zon: Selectboard will adopt the Town Plan at 3.37 meeting

MOTION to Adjourn by Michael, Verandah seconded, Vote was by roll call, all were in
favor, none opposed, none abstained, Motion carried. Meeting adjourned at 6:37 p.m..

GUILFORD SELECTBOARD MEETING
March 13, 2023, 6:30 pm, 236 School Road, Guilford, VT 05301

DRAFT MINUTES

SELECTBOARD MEMBERS PRESENT: Zon Eastes, Chair, Michael Becker, Tara Cheney, Rusty Marine (via Zoom), Verandah Porche

OFFICIALS/ STAFF PRESENT:  Erika Elder (Town Administrator), Sheila Morse (Assistant Town Administrator) Dan Zambruski (Road Commissioner)

PRESENT in person: Austin Rice (BCTV), Steve Lembke, Marianne Lawrence, Anne Rider, Dolores Clark

PRESENT via Zoom: Cynthia Clark, Nancy Detra, Pat Haine, Anna Klein, Don McLean, Jen McDuffie, Whitney Lynde, Sean Murphy, Sheila Adams, Christina Belogour, Julie Beet, Marty Ramsburg & Frank Larkin, Brian King, Rick Zamore, Chip & Laurie Carter

1. Call to Order 6:30 pm by Sheila Morse

2. Rules and Procedures – Michael

3. Election of Chair and Vice-Chair of Selectboard (5 minutes)
   1. ACTION:   Verandah moved to appoint Zon  Selectboard Chair.  Michael seconded
   2. ACTION: Michael moved to appoint Verandah  Selectboard Vice-Chair.  Zon seconded. The vote was by roll call. All were in favor. None were opposed. No one abstained. Motion carried.

4. Welcoming of Public     Community Comment Period (10 minutes)

Jen McDuffie – The Energy Committee took full advantage of the wonderful event, Guilford Free University, to poll attendees’ opinions on what topics they would like to hear using the educational portion of the Municipal Energy Resilience Program (MERP) funds. Sixty-five adult residents voted. The results fell into three groups:

• Four topics that received over 30 votes – Edible, Native & Pollinator Gardens, Solar Energy (thermal & photovoltaic), Heat Pumps, and Modern Wood Heating
• Five topics that received around 20 votes – Air Heat Exchangers, Weatherization, Electricity Offset, & Electric Vehicles, etc.
• The Energy Committee looks forward to garnering more public opinion and submitting the application to receive these funds.

Anna Klein – Guilford Free University – Gratitude –  Over 150 people came to BBCC, organized by Guilford FOLK (Fostering Our Living Knowledge) group

5. Changes to Agenda Order (2 minutes)  NONE
   
6. Approval of minutes 
7. Regular Meeting – date
   1. ACTION:-Veranda  moved to approve the minutes of the regular Selectboard meeting of 2.27.23 as written. Michael seconded. The vote was by roll call. All were in favor. None were opposed. No one abstained. Motion carried.

8. Updates & Reports
   1. Assessor Clerk – Statistical Reappraisal update from the State (no action) (2 minutes)
      TABLED
   2. Highway ( 5 minutes)
      1. Verification of 2.27.23 order of Bandit chipper – Apologies for confusion about discussion: trade in was a Morbark chipper, purchase was to be the Bandit chipper at cost of $47,746 as confirmed by the Selectboard.
      2. Discussion about Kubota Tractor/Mower: Dan Zumbruskiviewed tractor/mower, received new allowance for trade-in of $25,500 for a total price to the Town of $158,645.17
      3. ACTION: Zon moved to approve the purchase, Veranda seconded. of the regular Selectboard meeting of 2.27.23 as written. Michael seconded. The vote was by roll call. All were in favor. None were opposed. No one abstained. Motion carried. Comment from Dan: Purchase is paid for out of Capital Fund.
      4. MRGP grant revenue and expense report: Sheila reported that the State recognized total cost $55,391.10. Labor =$13,307.26 covered by payroll + allowance for Equipment($30,703.56 ) + out-of-pocket costs of $11,386.30 ==> $14,213.70 net deposit to the Act 64 fund. N.B. this work is State – mandated, so the Town benefited by receiving the labor and equipment allowances for the Tkaczyk Road and Butternut Hill project work.
      5. Hearing date to be set for “Jason Herron v. Town of Guilford Selectboard
         1. “the Court provides the option of requesting oral argument.  Here, the Court screened the case for a 10-minute argument (five minutes per side) before a three-Justice panel. Jason has instead requested that the matter be heard by the full Court with 15 minutes per side for argument.”
            We will have a 30 day notice of the hearing date.
9. Old Business
   1. Traffic Safety in Algiers Village
      1. shall Guilford approach VTrans and, if yes, about which option.
         1. Work with WRC to do a feasibility study (for a bike and pedestrian safety study by Vtrans) and then subsequently apply for an implementation grant. Study would take a year. 
         2. Ask VTrans to install three-way stop signs (fast moving trucks might brake loudly and annoy residents).
            

ACTION: Tara Cheney moved that the Town apply for 3-way stop signs.  Michael seconded.

MOTION AMENDED: Veranda moved and Michael seconded that the Selectboard be involved in drafting a letter to VTrans for approval at the first April meeting. The vote was by roll call. Zon, Michzel, Verandah & Tara  were in favor. Rusty opposed. No one abstained. Motion carried.

ORIGINAL MOTION (to seek a three-way stop sign): vote was by roll call. Zon, Michzel, Verandah & Tara  were in favor. Rusty opposed. No one abstained. Motion carried

2. ARPA Award Update: Total receipts = $633,091, of which $3,899 was awarded to the Library but paid to the Town and is accounted for as a pass-through grant, leaving $630K for the Town to use. Of that amount, $74,700 was awarded to individuals and businesses in April to compensate for income and business losses experienced during COVID.  Remaining funds were:  $2,180 paid for the Town-wide Survey on the use of ARPA funds. The GAAC recommended awarding $373,748 in grants; $77,456 has been disbursed to date according to those recommendations. The town has about $176K of uncommitted funds remaining to be disbursed with a potential of more if the generators available throughout town can be configured for optimal coverage and less expense. 

10. New Business
    1. Conflict of Interest forms to be signed by Selectboard members (for the record) (2 minutes)
       1. Every year, new and returning Selectboard members are required to complete conflict of interest statements. 
       2. ACTION: questionnaires given to Selectboard members to fill out and sign
          Zon: Guilford is the only town that requires its SB to sign this paperwork
    2. Sub-committee Recommendation re: Friends of Algiers Village (FAV) ARPA grant application
       1.  ACTION: Verandah moved to accept the Selectboard subcommittee report on  the FAV grant request. Tara seconded. The vote was by roll call. All were in favor. None were opposed. No one abstained. Motion carried.  Zon described the difference between prior recommendations on ARPA grant awards (no stipulations on how funds granted are spent) and this single recommendation which restricted how a grant award to FAV could be spent. Verandah and other board members concurred. 
       2. ACTION: Zon moved that the Selectboard adhere to its practice of not stipulating use of grant funds to awardees. Verandah seconded.  The vote was by roll call. All were in favor. None were opposed. No one abstained. Motion carried. Verandah suggested that future subcommittees be alerted to this practice.
       3. ACTION: Zon moved to accept the Subcommittee’s proposal to award a grant to FAV from ARPA funds in the amount of $29,300.00.  Tara seconded. The vote was by roll call. Michaels abstained. All others were in favor. The motion carried. 
    3. Annual appointment of Town Officers (action: motion) (5 minutes) – Tara moved to appoint the officers as read.  Zon seconded   vote by Roll call vote was unanimous.

Selectboard Appointments:
Road Commissioner	Daniel Zumbruski	2024	1 year
Delinquent Tax Collector	Elly Majonen	2024	1 year
Emergency Management Director	Dan Ingold	2024	1 year
Fence Viewers	Daniel Zumbruski	2024	1 year
	Daniel L. Ingold	2024	1 year
Conservation Commission	Susan Bonthron	2026	3 years
	Anne Montgomery	2026	3 years
	William Jewell	2026	3 years
Planning Commission	Nathanael Matthiesen	2026	3 years
Recreation Commission	Mary Wallace Collins, chair	2026	3 years
	Ashley Kane	2026	3 years
Windham Regional Commission	Gabby Ciuffreda	2024	1 year
	Steve Lembke	2024	1 year
Town Pound	Marianne Lawrence	2024	1 year
Floodplain Administrator	Steve Lembke	2024	1 year
Energy Coordinator	Gary Swindler	2024	1 year
Green Up Day Coordinator	Jaime Durham & Jethro Eaton	2024	1 year
Tree Warden	Daniel Zumbruski	2024	1 year
Rescue Trustee	Gordon Little	2024	1 year
DVFiber Representative	Jason Black	2024	1 year
	Lynn Pancake (alternate)	2024	1 year
	Michael Becker (alternate)	2024	1 year
WSWMD Directors	Michael Becker	2024	1 year
Bullock Scholarship Committee	Kathryn Mason	2023	3 years

4. Appointment and Compensation of Assistant Delinquent Tax Collector (2 minutes)  TABLED
5. Relationship between Town and WSESD (report) (2 minutes)
   1. As a result of a question asked at the 3.7.2023 Town Meeting, Guilford and the Guilford Central School are working with the WSESU to codify the relationship between the Town and the school so that future interactions are not dependent on long-held expectations and traditions. This is a work in progress.

11. Finance
12. Warrants (5 minutes)

Payroll – WE 03.05.23	$8,431.00
Payroll – WE 03.12.23	$8,135.72
Expense Warrant #2217	$211,832.48
TOTAL	$228,399.20

ACTION Verandah moved to pay finance warrants as read.  Zon  seconded. Vote was by roll call. All were in favor. None were opposed. None abstained. Motion carried.

12. Other Business  NONE

13. Communications
    1. Chip Carter on Agenda Detail
    2. Election questions
    3. Stony Hill Road Improvement
    4. WSESD Kelly Young: Looking for Guilford Candidate for Independent Budget Review Committee 

14. Action Summary from Previous Meeting:
    1. Approved minutes of meeting of 2.13.23
    2. Approved purchase of the chipper
    3. Approved revised procurement policy
    4. Accepted grant application from FAV and forwarded to the subcommittee which is revised to include Richard and Rusty for this particular application
    5. Agreed to forward draft of personnel policy to VLCT
    6. Approved warrants
    7. Approved salary adjustment

15. Actions Taken (see above)

1. elected chair & vice-chair
2. approved minutes
3. authorized Dan to purchase Kubota Tractor Mower
4. Motion to develop a letter about traffic safety in Algiers Village
5. Received recommendation of subcommittee
6. non-stipulation
7. approved grant of $
8. Approved appointees to Commissions
9. Approved warrants

16. Actions to be Taken
    1. Move Energy Committee Report to 3.27.23 meeting agenda

17. Adjournment

ACTION: Rusty moved to adjourn. Michael seconded. All were in favor. None were opposed. None abstained. Motion carried. Meeting was adjourned at 7:58

Meeting video – https://www.brattleborotv.org/guilford-selectboard/guilford-sb-mtg-31323 

Next Selectboard Meeting: Monday, 3.27.23 at 6:30 p.m.  

Zon Eastes, Chair _____________________________________

Michael Becker _____________________________________

Tara Cheney _____________________________________

Rusty Marine _____________________________________

Verandah Porche _____________________________________

GUILFORD SELECTBOARD MEETING
February 27,2023, 6:30 p.m., 236 School Road, Guilford, VT 05301

MINUTES
pdf version of 02.27.2023 Minutes

SELECTBOARD MEMBERS PRESENT: Zon Eastes, Chair, Michael Becker, Rusty Marine (by Zoom), Verandah Porche, Richard Wizansky (by Zoom)

OFFICIALS/ STAFF PRESENT:  Sheila Morse (Interim Town Administrator), Dan Zumbruski

PRESENT in person: Peter Kelleher (BCTV), Steve Lembke, Anne Rider, Kyle Parker, Connie Burton, Dolores Clark

PRESENT via Zoom: Don McLean, Pat Haine, Tammy Sargent, Anna Klein, Deborah Albright, Marty Ramsburg, Chip Carter, Barry Aleshnik, Erika Elder, Jason Herron, Nancy Detra, Karen Murphy

1. Call to Order 6:30 p.m.

2. Welcoming of Public – Community Comment Period (10 minutes)
   1. Don McLean mentioned the Sugar on Snow supper at the BBCC hosted by the BB Grange on Saturday, 2.4.23, Reservations available for dining at 5, 6, and 7 p.m.

3. Changes to Agenda Order – NONE

4. Approval of Minutes (2 minutes)

5. Regular Meeting – date
   1. ACTION: Michael moved to approve the minutes of the regular meeting of 2.13.23 as written. Verandah seconded. The vote was by roll call. All were in favor. None were opposed. No one abstained. Motion carried. Richard had fallen off the Zoom meeting, was not in attendance, and did not vote. 

6. Updates & Reports
   1. Highway ( 5 minutes): Dan recommended purchasing the Bandit Chipper from Champlain Valley Equipment. It is less expensive than the Mordark chipper quote from Beauregard. He also said that the John Deere Tractor/Mower is in stock and ready to go. Dan will look at it before the 3/13 Selectboard meeting, and try to get Champlain to match the dealer trade-in provided by United of $28,000, $4K higher than the trade-in value offered by Champlain. Dan will advise at the 3/13 meeting as to whether the Tractor/Mower is what he wants. There is sufficient money in the Capital Fund to cover the maximum cost for both of $207,891.
   2. ACTION: Michael moved that the SB approve the purchase of the Bandit chipper at a net cost to the Town of $47,746.40. This purchase price is net of the trade-in of the Town’s currently-owned Morbark chipper valued at $5,000. Verandah seconded. The vote was by roll call. All were in favor. None were opposed. No one abstained. Motion carried. 

7. Old Business

8. Revised Procurement policy (2 minutes)
   1. Added: “As an alternative to issuing Requests for Proposals, the Town may use the competitive procurement price solicitation process provided by the Sourcewell Cooperative Purchasing Program.” See page 2 of policy.
   2.  ACTION: Zon moved and Richard seconded that the sentence be added to amend the Procurement of Goods and Services policy. The vote was by roll call. All were in favor. None were opposed. No one abstained. Motion carried. 

9. New Business
   1. ARPA Grant application from Friends of Algiers Village (5 minutes) -Zon reminded participants that the SB adopted a method by which a subcommittee will receive and review applications for grants. This committee includes Richard and Michael and two members of the Planning Commission. Michael excused himself from the subcommittee that will be considering this grant application as he provided information to the FAV board about operations in his professional capacity. Rusty will step into his place.
      1. ACTION – Zon moved and Verandah seconded that the application be accepted and moved forward to the subcommittee for review. The vote was by roll call. All were in favor. None were opposed. No one abstained. Motion carried. Richard had fallen off the Zoom meeting, was not in attendance, and did not vote.  
      2. Community members questioned the validity of Friends of Algiers Village receiving ARPA funds as three businesses with some connection to the board have received ARPA grant awards during an earlier round.  
      3. Anne Rider summarized the FAV  application and is happy to share the application with anyone who wants it.
   2. Regional Policing Policy Work Group (2 minutes) Sheila briefly explained this new initiative taking place in the region.  
   3. Review of Draft of Personnel Policy (15 minutes)
      1. ACTION: Sheila to forward the draft as discussed and amended to VLCT for legal review.

10. Finance
    • Warrants (5 minutes)

Payroll – WE 02.19.23	$6,373.88
Payroll – WE 02.26.23	$7,001.79
Expense Warrant #2216	$38,413.59
TOTAL	$51,794.26

ACTION Verandah moved to pay finance warrants as read. Zon seconded. The vote was by roll call. All were in favor. None were opposed. None abstained. Motion carried.

11. Other Business – This is Richard Wizansky’s last Selectboard meeting. Verandah read her poem to Richard. That is attached as an appendix.
12. Communications – report from Guilford’s Energy Committee – tabled to next meeting. 
13. 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.
    1. ACTION: Zon moved to enter 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 and to invite the Interim Town Administrator to join. Richard seconded. The vote was by roll call. All were in favor. None were opposed. No one abstained. Motion carried.
    2. The Selectboard entered Executive Session at 7:40 p.m.
    3. ACTION: Zon moved and Richard seconded to exit Executive Session at 8:00  The vote was by roll call. All were in favor. None were opposed. No one abstained. Motion carried. 
    4. ACTION: Zon moved and Richard  seconded that the Selectboard approve a salary adjustment to market compatibility for an employee, effective immediately. The vote was by roll call. All were in favor. None were opposed. No one abstained. Motion carried. 
14. Action Summary from Previous Meeting:
    1. Approved minutes of two prior meetings
    2. Approved working with Sourcewell purchasing cooperative to acquire Highway equipment
    3. Approved professional audit engagement letter
    4. Accepted e-bike grant award; determine amount of liability coverage provided for $55 premium
    5. Approved increasing the Planning Commission membership from 5-7
    6. Retroactively appointed personnel subcommittee
    7. Tabled discussions of revisions to the personnel policy
    8. Approved warrants
    9. Voted to approve offers of employment to preferred candidates for assistant town treasurer and town administrator positions

15. Actions Taken (see above)
    1. Approved minutes of meeting of 2.13.23
    2. Approved purchase of the chipper
    3. Approved revised procurement policy
    4. Accepted grant application from FAV and forwarded to the subcommittee which is revised to include Richard and Rusty for this particular application
    5. Agreed to forward draft of personnel policy to VLCT
    6. Approved warrants
    7. Approved salary adjustment

16. Actions to be Taken
    1. Move Energy Committee Report to 3.13.23 meeting agenda

17. Adjournment

ACTION: Richard moved to adjourn. Verandah seconded. All were in favor. None were opposed. None abstained. Motion carried. Meeting was adjourned at 8:04

Meeting video – https://www.brattleborotv.org/guilford-selectboard/guilford-sb-mtg-22723

Next Selectboard Meeting: Monday, March 13, 2023 at 6:30 p.m.  

Zon Eastes, Chair _____________________________________

Michael Becker _____________________________________

Rusty Marine _____________________________________

Verandah Porche _____________________________________

Richard Wizansky ____________________________________

APPENDIX

Dear Richard,

Colleague, and not so long ago, our sturdy Chair,
allow us a moment of emotion.
After the motions and seconds, discussions,
and all the roll call votes, except your final favorite,
we pause to celebrate your qualities.

I appreciate his kind demeanor and sense of humor. 
I appreciate his desire to make the world a better place.
I admire how tough he is in the face of adversity.
I appreciate the time he has donated and the sacrifice
he has made while serving the town of Guilford.

I notice his great questions,
and his calling the question,
and his patience in the face of assaults
on his integrity. 

I value his clear mind,
his willingness to hear and hold multiple points of view.
I admire his commitments to efficiency and thoroughness.
I appreciate his (wicked) sense of humor
and his broad smile.

Richard, even when equipment falters,
you are always here, engaged and aware,
in this conference room, from a Zoom square
or cell, before the call to order,
until the last action to be taken.

Let us make a meal of our gratitude
on your return.
Till then,
Adjournment, and Amen.
Verandah Porche
with reflections from the Guilford Selectboard
February 27, 2023

GUILFORD SELECTBOARD MEETING
Monday, February 13, 2023    6:30 p.m.    236 School Road, Guilford, VT 05301

MINUTES – Download PDF version here
Note: Answers to some questions posed at the meeting are appended to the minutes.

SELECTBOARD MEMBERS PRESENT: Zon Eastes, Chair, Michael Becker, Rusty Marine (via Zoom), Verandah Porche, Richard Wizansky (via Zoom)

OFFICIALS/ STAFF PRESENT:  Sheila Morse (Interim Town Administrator), Dan Zumbruski Road Commissioner)

PRESENT in person: Austin Rice (BCTV), Steve Lembke, Richard and Patty Bullock, A. Lyle Howe, Nancy Detra, Christina Belogour, Kyle Parker, Connie Burton, Dolores Clark 

PRESENT via Zoom: Erika Elder, Marty Ramsburg, Don McLean, Sheila Adams, Anne Rider, Tammy Sargent, Jason Herron, Ragan Anderson, Chris Beebe

1. Call to Order 6:31 pm

2. Welcoming of Public – Community Comment Period (10 minutes)
   1. Verandah reported that there’s a new AlAnon meeting at the Guilford Community Church every Wednesday evening at 7:00 p.m.
   2. Sheila Adams provided information about the Vermont Worker Center, started in 1998 in central VT by low income workers to learn how to secure livable wages and support one another. It’s a member organization, non-partisan but they are political, and democratically run. For example they worked on Act 48  for single payer healthcare. Sheila noted that the process of Medicaid redeterminations starts on 4/1. There will be a meeting on 2/22 from 2 – 4  p.m. at Brooks Library to learn about how this redetermination process might affect Medicaid recipients. Go to https://workerscenter.org/. Also note that the healthcare advocate healthline can be reached at 1-800-917-7787

3. Changes to Agenda Order: addition of report of ARPA SB subcommittee

4. Approval of Minutes (2 minutes)
5. Regular Meeting – date
   1. ACTION:- Richard moved to approve the minutes of the regular meeting of  1.23.23 as written. Verandah seconded. Vote was by roll call. All were in favor. None were opposed. No one abstained. Motion carried.
   2. ACTION: Richard moved to approve the minutes of the special meeting of 1.25.23 as written. Michael seconded.  Vote was by roll call. All were in favor. None were opposed. No one abstained. Motion carried.
6. Updates & Reports
   1. Highway ( 5 minutes)
      1. Busy with ice storms of late. Roads have potholes and the crew has been trying to fill them but the ice is melting in layers, making the job tougher.
      2. Have three pieces of equipment that need to be replaced: current chipper  is from 1992 and it needs to be replaced; the tractor/mower and the grader. Dan signed up to work with Sourcewell, a governmental cooperative purchasing service that secures price quotes from a range of local suppliers and provides them to the purchaser to assess. Dan has been looking at various supplier quotes and also determining if there’s value in trading equipment or selling it outright, rather than using any residual value as trade in. 
      3. ACTION: Zon moved to approve working with  Sourcewell, a cooperative purchasing service, as needed.  Richard seconded. Vote was by roll call. All were in favor. None were opposed. No one abstained. Motion carried.
      4. ACTION: Richard moved to amend the motion to consider use of Sourcewell on a case by case basis.  Rusty seconded. Vote was by roll call. All were in favor. None were opposed. No one abstained. Motion carried.
      5. ACTION: Interim Town Administrator will align working with Sourcewell with the recently adopted procurement policy.
   2. Zoom vs. In-person Meetings (5 minutes)
      1. Update on hybrid vs in-person only meeting
      2. Richard wants to know the course of events by which the decisions were made

7. Old Business
   1. Auditor Engagement Letter – Mudgett Jennett & Krogh-Wisner for FY23 (2 minutes)
      1. ACTION: Michael moved to approve the third year of the contract with the Town’s professional auditors. Verandah seconded. Vote was by roll call. All were in favor. None were opposed. No one abstained. Motion carried.

2. Accepting e-bike grant award (10 minutes)
   1.  ACTION: Verandah moved to accept the grant. Richard seconded.  Vote was by roll call. All were in favor. None were opposed. No one abstained. Motion carried.   It was noted that for the first two years of bike ownership there would be no cost to the Town. Annual cost thereafter would be about $228 per year (electricity, liability insurance, and miscellaneous expenses). This grant is a way for the energy committee to encourage residents to reduce their personal energy consumption and to enjoy themselves .
   2.  ACTION: Interim Town Administrator is to research the amount of liability coverage the Town gets for $55 insurance premium per bike. (It is $10,000,000 per occurrence.)

8. New Business
   1. Planning Commission size (5 minutes)
      1. ACTION: Zon moved to increase the size of the Planning Commission from five to seven.  Richard seconded. Vote was by roll call.  All were in favor. None were opposed. No one abstained. Motion carried. 
      2. Jason Herron urged that someone from the farm community be appointed to the Planning Commission.

2. Municipal Energy Resilience Program -Audit opportunity (2 minutes)
   1. Sheila advised Selectboard of the MERP program. It is so new that there is no process underway yet. The State hasn’t appointed a firm to handle audits.
   2. To prepare for the program, Guilford needs to 
      1. identify which of the buildings it owns
      2. which one is a priority for an energy audit
      3. what the hoped for outcome is (e.g. solar panels, bringing the envelope of the building up to grade, etc.)
   3. Currently, Guilford spends just under $10,000 for electricity and heat per year. We are linked to the Windham Solid Waste district solar field and get a discount on electric costs. The town office uses oil for fuel; the library uses propane for fuel. If we were to convert to solar energy, there would be a significant conversion cost for a new heating system for either building.
   4. Option: Improving the Building Envelope: Of the 4 buildings Guilford owns – Town Office, Library, Museum, Town Garage – the library seems the most likely candidate for an implementation grant to improve the energy standard of the building envelope. The Town Office was renovated in 2018; the museum is, to put it mildly, a piece of work, and the Town Garage is always open to the elements.  BUT, the library may still go through an expansion project, so it might not make sense to work on the existing structure if that work would then be undone by expansion. 
   5. Option: Solar Panels: the Town Garage and the Town Office could perhaps benefit from solar panels. Again, given the uncertain future plans for the library, it’s unclear where a potential investment would be best.
   6. At this point the Energy Committee, Planning Commission and the office of the Town Administrator are keeping up to date on this program.

3. Appointment of sub-Committee to interview candidates (2 minutes)
   1. ACTION:  Zon moved to retroactively approve the sub-committee (Zon Eastes and Richard Wizansky) to interview candidates for Town Administrator and Assistant Treasurer.  Michael seconded. The vote was by roll call. All were in favor. None were opposed. No one abstained. Motion carried.
4. Revised Personnel Policy (10 minutes)
   1. ACTION: Richard moved and Michael seconded that the discussion of revisions to the Personnel Policy be tabled. The vote was by roll call. All were in favor. None were opposed. No one abstained. Motion carried.

9. Finance
10. Warrants (5 minutes)

Payroll – WE 01.29.23	$6,151.84
Payroll – WE 02.05.23	$6,523.32
Payroll -WE 02.12.23	$6,455.84
Refund Warrant 22REF	$6,740.20
Expense Warrant #2215	$80,202.24
TOTAL	$106,073.44

ACTION Verandah moved to pay finance warrants as read.  Zon seconded. The vote was by roll call. All were in favor. None were opposed. None abstained. Motion carried.

10. Other Business:  report of Selectboard ARPA sub-committee (5 minutes)

The subcommittee met on January 26, 2023 and made the following recommendations in regard to moving the ARPA funding process forward.

1. The selectboard will accept written suggestions for projects to be considered for funding from town residents via letter or email to the Chair. Letters should include the name or names of the recommenders, the suggested project, the need and, if possible, an approximate cost. The Selectboard will consider the project and determine if further exploration is warranted, including an in-person invitation to present the project to the Board.
2. Two members of the Planning Commission should be added to the subcommittee. The sub committee’s charge should be to brainstorm ideas for potential ARPA funded projects, including, but not limited to, review of the ARPA community survey and the town operating and capital improvement budgets which may contain projects that meet ARPA funding criteria and will serve Guilford in the present and/or future. Following the review, the subcommittee should report to the Selectboard with recommendations for projects to be funded.
3. ACTION: Zon moved that the Selectboard accept the recommendation and Verandah seconded. The vote was by roll call. All were in favor. None were opposed. None abstained. Motion carried.

11. Communications
    1. Monaghan Safar Ducham Legal Fees 2023
    2. Australian Ballot petition
    3. Anonymous query re Tiny House requirements
    4. Interest in Town Constable or Dog Officer position
    5. Friends of Algiers Village ARPA Grant application
12. 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.
    1. ACTION:  Zon moved to enter into 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 and to invite the Interim Town Administrator to join. Richard seconded. Vote was by roll call.  All were in favor. None were opposed. No one abstained. Motion carried.
    2. The Selectboard entered Executive Session at 8:20 p.m.
    3. ACTION: Zon moved and Verandah seconded to exit Executive Session at 8:38 p.m. Vote was by roll call. All were in favor. None were opposed. No one abstained. Motion carried. 
    4. ACTION: Zon moved to extend an offer to the preferred candidate for the Assistant Town Treasurer position with the sub-committee to negotiate an employment contract. Richard seconded. Vote was by roll call.  All were in favor. None were opposed. No one abstained. Motion carried.
       1. It was noted that appointment of an Assistant Treasurer is the responsibility of the Treasurer, not the Selectboard. The Selectboard will address this question separately.
    5. ACTION: Zon moved to extend an offer to the preferred candidate for the Town Administrator position with the sub-committee to negotiate an employment contract, Richard seconded. Vote was by roll call.  All were in favor. None were opposed. No one abstained. Motion carried.
13. Action Summary from Previous Meetings
    1. Connie Burton and A. Lyle Howe to the Board of Civil Authority, effective Feb 1, 2023.
    2. Approval of BCTV contracts
    3. Approval of Class II liquor license for Warwick and West, dba Guilford Country Store
    4. Approval of budgets for presentation to voters at Town Meeting
    5. Approval of Procurement and Meeting Procedure policies
    6. Decision to reject a petition to include an article on the Australian Ballot, per advice from VLCT
14. Actions Taken
    1. Approved minutes of two prior meetings
    2. Approved working with Sourcewell purchasing cooperative to acquire Highway equipment; update Procurement policy accordingly
    3. Approved professional audit engagement letter
    4. Accepted e-bike grant award; determine amount of liability coverage provided for $55 premium
    5. Approved increasing the Planning Commission membership from 5-7
    6. Retroactively appointed personnel subcommittee
    7. tabled discussions of revisions to the personnel policy
    8. approved warrants
    9. voted to extend offers to assistant town treasurer and town administrator preferred candidates

15. Actions to be Taken – NONE

16. Adjournment

ACTION: Richard moved to adjourn. Verandah seconded. All were in favor. None were opposed. None abstained. Motion carried. Meeting was adjourned at 8:44.

Meeting video –https://www.brattleborotv.org/guilford-selectboard/guilford-sb-mtg-21323

Attached is a DRAFT of answers to questions raised at this meeting by participants.

Next Selectboard Meeting: Monday, February 27, 2023 at 6:30 p.m.  

Zon Eastes, Chair _____________________________________

Michael Becker _____________________________________

Rusty Marine _____________________________________

Verandah Porche _____________________________________

Richard Wizansky ____________________________________

ADDENDUM TO MINUTES

RESPONSES TO QUESTIONS RAISED AT 2.13.23 SELECTBOARD MEETING

Elected Town Auditors vs. Professional Auditors

Who defines the role of the elected auditors? 

Elected auditors only have specific authority by state law for compiling the town report information. There is no implication that elected town auditors have any responsibility for oversight of a town’s finances, according to Vermont statute

See: https://www.vlct.org/annual-auditors-report-faqs

Was the elected town auditor role properly restricted by a prior Selectboard? 

The Selectboard has not changed the prescribed role of the elected Town Auditors.

Can residents vote to authorize a body other than the SB to appoint a professional auditing firm?

No. The selectboard can choose to hire a CPA for an audit any year by its own discretion. Citizens cannot force certain authorizations on the town. The SB may grant authorization to other community bodies.

Authorization to use a portion of the principle to pay down the final loan payment and rationale for doing so?  

Following from the Minutes of the 10.12.22 Selectboard Meeting

Reallocation of Funds: VT Bond Bank loan; legal fees 5 minutes

In attending to the budgetary health of the Town a number of issues have come to light in the past weeks. The final payment of the principal on the $195K bond fund was not included in the FY2023 budget approved by residents. * *The board needs to determine the source of funds for the amount owed: $19,793.28. The Vermont Bond Bank counseled that the Town may apply any balance in the fund to the final payment. Doing so would reduce funds available to cover the cost of a project approved by the voters, which also meets the terms of the Fund to $175,206.72.

ACTION: Zon moved that the SB approve the use of the bond principal to pay down the remaining amount owed on the loan, contingent on confirming that the use of the funds in this way is allowed by Vermont law. Richard seconded. All were in favor. None were opposed. No one abstained. Motion carried.

**In fact, $24,500 was budgeted for “transfer to Waterline Fund” and had been for the past 10 years. However, it wasn’t until after this meeting that the professional auditors confirmed that the Waterline Fund transfer was, in fact, for paying the Vermont Bond Bank principle plus interest. Heretofore the dots had not been connected by current or prior selectboards, finance advisory committee members, and town office staff. 

Appointment of Interim Town Treasurer

Following from the Minutes of the 10.12.22 Selectboard Meeting

Appointment of Assistant Treasurer 5 minutes

Zon explained that the above discussion (related to budgets and legal fees) is indicative of a number of financial issues that Guilford has worked to resolve over the past months. He noted that Penny is retiring from both Clerk and Treasurer positions in March 2023. In consideration of her recommendation to the SB to appoint a qualified treasurer following her retirement, he stated that it’s in the best interest of the SB to consider how to act on her recommendation, and to determine how to recruit an appropriate candidate who can take on the Treasurer responsibility. Penny’s statement in the forthcoming Gazette reads: “the underlying fundamentals and challenges of municipal finances have become increasingly complex. That trend will probably continue. Guilford needs a Treasurer with expertise in municipal accounting and finances. To that end, I feel that appointing a qualified Treasurer would be the best course of action for Guilford.”   

ACTION: Richard moved to put the question of appointing a treasurer on the March 2023 Town Meeting Warrant on the ballot. Rusty seconded. All were in favor. None were opposed. No one abstained. Motion carried.

ACTION: Zon moved that Penny and Sheila, in consultation with VLCT, draft a Treasurer job description for Selectboard review, whereby the Town treasurer could appoint an interim treasurer. Michael seconded. All were in favor. None were opposed. No one abstained. Motion carried.

Best practices have been followed: Job description created, job posted repeatedly, interviews conducted, approval by Town Clerk of the process, and appointment of the Selectboard’s preferred candidate – Elly Majonen.

Appointment of new Planning Commission members 

A resident asked for someone from the farming community to be appointed. That information has been shared with the Chair of the Planning Commission.

Liability coverage the Town secures with a $55/bike premium   $10,000,000 per incident

Generators at Guilford School?  Waiting to hear from the EMD and GVFD

GUILFORD SELECTBOARD MEETING
Monday, 23 January 2023, 6:30 p.m., 236 School Road, Guilford, VT 05301

MINUTES

Due to bad weather and dangerous driving conditions, the meeting was held entirely by Zoom.

SELECTBOARD MEMBERS PRESENT VIA ZOOM: Zon Eastes, Chair, Michael Becker, Rusty Marine, Verandah Porche, Richard Wizansky 

OFFICIALS/ STAFF PRESENT via ZOOM:  Sheila Morse (Interim Town Administrator)

PRESENT via Zoom: Austin Rice (BCTV), Steve Lembke, Ali West and Wayne Warwick (Guilford Country Store), Connie Burton, Don McLean, Marty Ramsburg, Kyle Parker

1. Call to Order 6:38 p.m.

2. Welcoming of Public – Community Comment Period (10 minutes) – TABLED

3. Changes to Agenda Order
   1. add to VIII c – approval of FY2023 contract with BCTV
   2. add to new business – approval for WRC to provide supportive work for Grants in Aid program

4. Approval of the Minutes of the regular meeting of 01.09.23
   1.  ACTION: Michael moved to approve the minutes of the regular meeting of 01.09.23 as written.  Richard seconded. The vote was by Roll Call. All were in favor. None were opposed. No one abstained. Motion carried.

5. Updates & Reports
   1. Highway
      1.  ACTION: Zon moved to authorize signing a contract with WRC for up to $1,500 to assist the Highway Department in fulfilling obligations required by the Municipal Roads General Permit (MRGP) work to be completed no later than 12/31/23.  Michael seconded. The vote was by Roll Call. All were in favor. None were opposed. No one abstained. Motion carried.

6. Old Business
   1. GVFD – Town of Guilford MoU for Capital Sinking Fund
      1. ACTION:  Verandah moved and Richard seconded to approve the MoU as written and accepted by the GVFD. The vote was by Roll Call. All were in favor. None were opposed. No one abstained. Motion carried.
   2. GVFD – ARPA funds
      1. ACTION: Verandah moved and Richard seconded to award the GVFD $121,305.90 from ARPA funds for the purchase of digital radio equipment for their trucks, upon receiving confirmation that (a) the actual cost is as described in the original grant proposal dated January 2022,  and (b) no alternate sources of funding are available. The vote was by Roll Call. All were in favor. None were opposed. No one abstained. Motion carried.

7. New Business  
   1. Appointment of Republicans to BCA
      1. ACTION:  Zon moved and Richard seconded to appoint Connie Burton and A. Lyle Howe to the Board of Civil Authority, effective Feb 1, 2023. The vote was by Roll Call. All were in favor. None were opposed. No one abstained. Motion carried.
      2. ACTION: Richard moved and Rusty seconded that the newly appointed BCA members serve for a term of two years, until 2/1/2025. The vote was by Roll Call. All were in favor. None were opposed. No one abstained. Motion carried.

2. FY23 Payment for Health Officer
   1. ACTION: Verandah moved and Richard seconded to award Richard Davis, Town Health Officer, a stipend of $500 for this Fiscal Year’s service to the Town.  The vote was by Roll Call. All were in favor. None were opposed. No one abstained. Motion carried.
   2. Verandah thanked Richard for his long service to the Town and acknowledged that his duties have become more onerous, not less, in recent years.

3. Contract with BCTV to film pre-Town Meeting and retroactive contract for FY2023 services
   1. ACTION: Zon moved and Richard seconded to authorize the contract for live-streaming pre-Town Meeting on February 23, 2023. The vote was by Roll Call. All were in favor. None were opposed. No one abstained. Motion carried.
   2. ACTION: Zon moved and Michael seconded to retroactively approve the contract with BCTV for services in FY2023. The vote was by Roll Call. All were in favor. None were opposed. No one abstained. Motion carried.

4. Liquor License Application –  Warwick and West, LLC dba Guilford Country Store (5 minutes)
   1. ACTION:  Richard moved and Rusty seconded the Warwick and West LLC application for a liquor license for the Guilford Country Store. The vote was by Roll Call. All were in favor. None were opposed. No one abstained. Motion carried. This is for a second class (purchase and carry) license; Ali and Wayne hope to be in a position to apply for a first class license in the future, so that patrons can dine with a beverage at the store.

5. Approve 003 – General and 009 – Highway FY2024 budgets for presentation to voters at Town Meeting 2023
   1. ACTION:  Richard moved and Verandah seconded to approve recommended changes to the budget line items to reflect current operations as read.  The vote was by Roll Call. All were in favor. None were opposed. No one abstained. Motion carried.

2. ACTION: Michael moved and Richard seconded to approve presentation of the 003 general and 009 highway FY2024 budgets as reviewed by the Selectboard and Finance Advisory Committee members for presentation to voters for consideration at the 2023 Town Meeting. The vote was by Roll Call. All were in favor. None were opposed. No one abstained. Motion carried.

6. Approve Public Notice for Town Meeting 2023 (Warrant with articles) (10 minutes)
   1. ACTION: Verandah moved and Michael seconded to approve the Warrant for the 2023 Town Meeting as written. The vote was by Roll Call. All were in favor. None were opposed. No one abstained. Motion carried.

7. Revised Rules of Procedure; for SB meetings and all commission and committee meetings being held in the public
   1. ACTION: Richard moved and Veranday seconded to approve and adopt the Guilford Meeting Rules of Procedure as written. The vote was by Roll Call. All were in favor. None were opposed. No one abstained. Motion carried.
   2. ACTION: The Interim Town Administrator is to brief all official Town committee, board, and commission chairs on the new meeting protocols and the necessity for observing them.

8. Revised Personnel Policy (10 minutes) TABLED

9. Revised Procurement of Goods and Services Policy
   1. ACTION: Michael moved and Verandah seconded to approve and adopt the Procurement of Goods and Services policy as written. The vote was by Roll Call. All were in favor. None were opposed. No one abstained. Motion carried.

8. Finance  (5 minutes)
9. Warrants      

Payroll – WE 01.15.23	$25,458.42
Payroll – WE 01.08.23	$7,818.24
Expense Warrant #2214	$39,533.19
Check Warrant #MT14	$3,696.92
TOTAL	$76,506.77

ACTION Verandah moved to pay finance warrants as read. Zon seconded. All were in favor. None were opposed. None abstained. Motion carried.  

9. Other Business – NONE

10. Communications
    1. WRC webinars on Electricity in Vermont- Sheila to post on social media
    2. Friends of Algiers Board

11. Action Summary from Previous Meeting: GVFD – Town of Guilford MoU – completed

12. Actions Taken (see above)

13. Actions to be Taken
    1. Sheila to update town bodies on Meeting Procedures
    2. ARPA SB Subcommittee (Michael and Richard) to meet to discuss next steps for SB and community

14. Adjournment

ACTION: Richard moved to adjourn. Verandah seconded. The vote was by Roll Call. All were in favor. None were opposed. None abstained. Motion carried. Meeting was adjourned at 8:44

Meeting video – https://www.brattleborotv.org/guilford-selectboard/guilford-sb-mtg-12323

Next Selectboard Meeting: Monday, 13 February 2023 at 6:30 p.m.  

Zon Eastes, Chair _____________________________________

Michael Becker _____________________________________

Rusty Marine _____________________________________

Verandah Porche _____________________________________

Richard Wizansky ____________________________________