Selectboard Draft Minutes 01.12.26

Posted on

 SELECTBOARD MEMBERS PRESENT: Verandah Porche, Sheila Morse, Mike Szostak, Chip Carter, Tara Cheney (via Zoom)

STAFF PRESENT: Erika Elder, Jim Freeman, Elly Majonen

PRESENT IN PERSON: Steve Lembke, Bert Picard, Kyle Parker, David Eastman, Jeannette Tokarz

PRESENT VIA ZOOM: Cindy Clark, Don McLean, Sheila Adams, Laurie Carter, Andy and Elise Burrows, Amber Hunt (Director, GFL), John Shaw and Judith Serkin (Trustees, GFL)

DRAFT Minutes

  1. Call to Order at 6:30 by Verandah
  1. Rules of Procedure read by Chip
  1. Changes to Agenda Order. None. 
  1. Public Comment, Announcements. None.
  1. Approval of Minutes
    1. Minutes of the regular meeting of 12.08.25

MOTION: Verandah moved to accept the minutes of 12.08.25. Mike seconded. The vote was by roll call. All were in favor, no objections, no abstensions. Motion passed. 

  1. Finance 
  2. Warrants    
Payroll – WE 12.14.25$8,769.09
Payroll – WE 12.21.25$8,242.44
Payroll – WE 12.26.25$502.67
Payroll – WE 12.28.25$8,009.69
Payroll – WE 01.04.26$8,251.35
Payroll – WE 1.11.26$8.726.07
Expense Warrant #2612$28,679.48
Expense Warrant #2613$34,581.79
Expense Warrant #2613A$14,847.87
TOTAL$120,610.45

MOTION: Tara moved to pay the warrants. Sheila seconded. Tara described notable payables in 2 invoice edit lists.  Elly clarified Health Equity information. The vote was by roll call. All were in favor, no objections, no abstensions. Motion passed. 

  1. Updates and Reports
    1. Highway Foreman
      Jim clarified that some of the repairs are actual repairs. Others are regular maintenance (consumables) and placed in that category. Well has been deepened. They hit a gusher, now at 25 gal/min. Radios – Paul Beebe from State VT DOT consulted regarding repeaters. Our repeater was rebooted in the fall and is somewhat better; it’s geography-dependent. Sheila asked about coordinating with EMD and GVFD. Discussion about improving reception and funding. 5 rain events this winter. We’ve used a lot of salt and sand.
  1. Town Administrator

Erika: Today was the deadline for petitioned articles for Town Meeting, and we did not receive any. Met with Mark Anderson and the regional policing plan, who informs on early stages of a bill that is projected to be up for Town Meeting vote in 2028. Town Report is currently being compiled by the auditors with staff assistance. We still need photos. Car on side of Green River was moved this weekend ensuring safety for drivers and Hwy Crew. Working with attorney for policy updates (to be discussed in today’s Agenda). The Guilford Guide is nearing publication. GMP will return to propose a new project. The budget workshops have ended. Currently working with treasurer to enter those numbers onto NEMRC. These will be presented to SB at its next meeting on the 26th. Windham Solid Waste is completing its compost program at the school. Participants may subscribe; information is at the site and at the town office. Along with treasurer, finished the VT Local Government Institute.

  1. Town Treasurer & Del. Tax Collector
    Elly: Bank balances, asked to do quarterly. Budget Status Reports: First three figures in the report $1,226,496, being at 78% of that income level. We are at week 29 of 52, so about 56% of the budget. Sheila: Will we generate a lot more revenue this year? Elly: Delinquent tax doesn’t count for this year, we can expect approx $10,000 monthly in delinquent arrangements. Found posting error (in FICA/Medi line) and corrected it. Highway expenses are at 55%. Steve Lembke inquired on how this tracks compared to previous years and suggests projecting expenses against the 78% revenue received.  Sheila informed that these discussions have been taking place since September so as to monitor and mitigate any fund shortfalls. Elly: Year-end with NEMRC staff member took place on previous week. Delinquent tax report as of Jan 9: 56 taxpayers are delinquent totaling $214,040. Elly provided detailed numbers with previous tax year balances. The grand total of delinquent taxes is $443,075. Out of the 56 delinquencies, 16 have agreements and are making payments which should bring $9,070/mo. 40 of delinquent have no agreement. Will continue to mail monthly notices and will soon begin making calls to get agreements in place.  Sheila: If we had the $443,075, from delinquent taxes, we would not be at 78% of revenue.  This responsibility for the revenue shortfall was in part due to people who don’t pay their taxes. Elly: The town of Guilford, in partnership with SEVCA, VITA, and BBCC will be offering two workshops to help people with Homestead Declarations and tax forms. Jan 20 at Town Office, appointments for individuals at BBCC for Feb.13. Annual Reports done. Water rates, qualified overtime explanation in W2s. Dave Eastman: Kudos to Elly for setting up the VITA program.
  2. Guilford Free Library Trustees

Amber: December Library statistics and offerings. Rapid Reviews program Feb.7 at BBCC. John Shaw: Thank you to everyone who contributed to the annual appeal. John has been working with town staff on setting up a Library Fund for accounting purposes. 5-year strategic plan  – current one ends in 2026 and it’s time to create the next one. Patron survey in December – suggestions always welcome. ADA and accessibility issues. 

  1. New Business
    1. 2026 Highway Mileage Certificate
      MOTION: Verandah moved to authorize the 2026 Highway mileage Certificate. The vote was by roll call. All were in favor, no objections, no abstensions. Motion passed.
    2. Public Records Policy – Discussion
      Chip: Current public records Policy is outdated based on a 1990s model. Although legal,  it is based on a paper-copy environment that does not reflect current day technology.  In the current climate, we get big electronic requests with greater complexity that require significant staff time. The updated policy anchors it in current statutes, clarifies roles, scope, cost, workload, timelines, appeals, etc.  Sheila: We cannot adopt this policy until we have a public hearing on the fees. Can we integrate the Hearing in a regular SB meeting?  Sheila commented on certain words used and cost estimate schedule, such as town legal consulting fees, that still need clarification.  Erika: The fees are what require the public hearing. We could post the draft on the website for people to review. Discussion on staff time and response timeframe.  Verandah: we should use reporting on this to communicate with the VLCT and legislature. 
  1. Old Business
    1. Municipal Planning Grant Awarded  
      MOTION: Sheila moved to accept the MPG agreement, and Chip seconded. Discussion: Tara voiced concerns about application and zoning.  Jeanette outlined the process. Jeanette wrote the narrative in consultation with WRC. The budget was put together by WRC to match the grant amount. There is no mandate to go line by line. The budget is not actual. The Planning commission is in charge. Verandah: does the Planning Commission have its own template? Jeanette: We have been working with Meg Mott and the hope is that this will be grounded in community input, work groups, SWOT analyses.
      Mike: Can we change the language? Jeanette: We will meet with the consultant to rework the language so that the budget matches the vision of the Planning Commission. Further discussion on the rarity of receiving municipal grants, opportunity for residents to speak on the future of Guilford, working with WRC (concerns and goals), fostering community dialogue so that residents can engage with the assistance of professional facilitators.  Sheila rescinded Motion.
      MOTION: Tara moved to amend the language in the grant budget and then hold a special meeting prior to Jan. 24 to vote on accepting the grant. Chip seconded. Tara: revise budget to emphasize community engagement, input and education. Jeannette described the adoption process. The vote was by roll call. All were in favor, no objections, no abstensions. Motion passed.
    2. Reserve Fund Policy Update  

Sheila: We have worked on this for several months since the revenue shortfall was discovered. Revision is to clarify how we calculate the reserve fund. Calculations do not include transfers or payments to entities like GVFD.
MOTION: Verandah moved to adopt the Reserve Fund Policy update. Sheila seconded. There was no discussion. The vote was by roll call. All were in favor, no objections, no abstensions. Motion passed.

  1. Other Business. None.
  2. Correspondence. None.
  1. Actions from 12.08.25 Meeting
    1. Approved Minutes of the regular meeting of 11.24.25
    2. Approved Warrants
    3. Approved the engineering contract from DuBois & King for the Slate Rock Culvert
    4. Approved Cargill as the Salt vendor for FY26
    5. Approved the measurement change for Fairground Road
  1. Actions Taken
    1. Approved Minutes of the regular meeting of 12.08.25
    2. Approved Warrants
    3. Approved the 2026 Highway Mileage Certificate
    4. Approved to amend the language of the grant budget
    5. Approved to meet prior to Jan 24, 2026 to vote on accepting the grant
    6. Approved the update of the Reserve Fund Policy
  1. Actions to be Taken
    1. Schedule special meeting to vote on planning grant
    2. Collaborate with VLCT and Legislature Re: Public Records Policy
  1. Adjournment

MOTION: Chip moved to adjourn and Mike seconded.  The vote was by roll call. All were in favor, no objections, no abstensions. Motion passed.  The meeting adjourned at 9:05 p.m.


Meeting recording: https://www.brattleborotv.org/guilford-selectboard/guilford-selectboard-mtg-1-12-26/

Next meeting: 01.26.26

Verandah Porche, Chair ________________________________________________________________



Sheila Morse _____________________________________________________________________________



Tara Cheney ______________________________________________________________________________



Chip Carter ________________________________________________________________________________



Michael Szostak ___________________________________________________________________________