Selectboard Draft Minutes 03.09.26

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GUILFORD SELECTBOARD MEETING

Monday, March 09, 2026, 6:30 p.m., 236 School Road, Guilford, VT

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

STAFF PRESENT: Elly Majonen, Jim Freeman, Erika Elder (Zoom)

PRESENT IN PERSON: Kelly Carriere, Charles Carriere, Mea Whitworth, Ken Whitworth, Nancy Detra, Eric Morse and  Kyle Parker (Guilford Cemetery Commission members), Rick Zamore, Colin Bratton (WRC)


PRESENT VIA ZOOM: Chris Lathrop (DuBois & King),  Don McLean, Cindy Clark, Steve Lembke, Sheila Adams, John Tourville,  Jeannette Tokarz, Elise Burrows, Lisa Barry, Denise Jaffe, Deb McNeil

 Draft Minutes

  1. Call to Order by Erika at 6:30 p.m.
  1. Rules of Procedure Read by Chip
  2. Election of Chair and Vice-Chair 

Tara made a statement about her status and declined nomination as Chair. Chip: Thanks Tara and commends Sheila for her skills and commitment. MOTION: Chip moved to nominate Sheila as Chair, and Mike seconded.  The vote was by roll call. All were in favor, no objections, no abstentions. Motion passed. MOTION: Chip nominated Tara as Vice-Chair and Mike seconded. The vote was by roll call. All were in favor, no objections, no abstentions. Motion passed.

  1. Changes to Agenda Order
  1. Public Comment, Announcements

Sheila welcomed residents of Slate Rock Road who were present for the Slate Rock Rd local concerns meeting. 

  1. Updates and Reports
    1. Highway Foreman
      Jim: Mud is here, creating pot holes. Pot holes are filled with sand or gravel and let it fester. The best course of action is to wait. Salt – we were cut off from salt for 5 or 6 weeks. Salt budget is $35K, now at $21K. To fill the shed will take the budget over by $14,340, but this is only one budget line item. Waiting for the cost premium to relax. Salt invoices may come after the salt season. Sheila asked Jim to work with Elly and a SB member given new budget constraints pertaining to moving funds between line items. 
  1. Town Administrator 

Erika: Working on Special Town Meeting, seeking a venue so that all may participate. This will be an agenda item at the next SB meeting.



  1. Old Business
    1. Guilford TAP TA24(17) Slate Rock Road Culvert Local Concerns Meeting

Chris Lathrop informed on the requirement to host a local concerns meeting and is present to listen and integrate comments into the design. Gave project overview and development given TAP funding that pertains to a culvert replacement on Slate Rock Road (SRR). Its location is at  .5 mi West of Rte 5. Currently in place is a boiler pipe,  undersized at 6 ft and starting to fail. The construction is estimated to take 6-8 weeks  which includes building a detour on one side or the other, removing the old and installing new one. It all depends on the design type, with estimated completion in 2028.
SRR residents inquired on traffic flow matters that pertain to daily life (driving, ambulance accessibility, the flow of traffic, etc). Additionally, grievance was expressed on the pervasive presence of overweight vehicles that do not adhere to weight limits posted on road signage with the added challenge that trucks may not always list their company names. Sheila directed residents to contact Erika so that weight permits be filed. Chris: information on alternatives will be provided in late April/early May. Colin: We could do the next Local Concerns meeting as a stand alone, outside a SB meeting, for 45-60 mins. Sheila: SB members need to be present. This was a discussion with no motion.

  1. Professional Audit FY27 Engagement Letter per Procurement Policy
    Sheila: At the last meeting Chip did a deep dive into comparable audit practices in the state. Since then, Erika asked Mudgett, Jennett & Krogh-Wisner, PC (MJK) the three major questions.  Chip spoke about the discussion, MJK’s positive response and its willingness to work with the town.  MOTION: Sheila moved to approve the Professional Audit FY27 Engagement Letter per Procurement Policy with MJK, with the following amendments that came out of recent discussions with MJK: a) Provide draft reports on Oct 1, allowing the SB until the end of Oct to review and approve the final audit. b) 12% interest on overdue payments be reflected. c) Any unusual or remarkable financial events be communicated to the SB, via the Chair, as soon as they are discovered. d) Authorize Erika to draft this letter and sign it on behalf of the SB. Mike seconded. Discussion: Elly invites the SB to come to an in-office auditing session. The vote was by roll call. All were in favor, no objections, no abstentions. Motion passed.
  1. New Business
    1. Blanchard Cemetery Tree Removal
      Eric Morse and Kyle Parker presented. Eric: Blanchard is one of our most historic cemeteries. A very large maple tree is diseased and in danger of falling on historic gravestones. The commission has had many companies look at it with no takers because it is difficult to access; the job needs tree climbers with zip line, not a crane. Eric has identified an arborist willing to do the work. The quote is in hand, restricting the Cemetery Commission budget for the rest of the year and working closely with Elly to control cost. MOTION: Sheila moved to approve the Arbor Climb quote of $8,700 to remove the large Maple tree at Blanchard Cemetery, and Kim seconded. Discussion on the Cemetery Commission’s budget, how to pay for removal and still account for spring cleaning and mowing. Elly spoke about the Warren Wilder Fund (WWF), a fund created to maintain the Blanchard Cemetery, with a process to access those funds.  Elly, trustee of the fund, read a draft resolution. The vote was by roll call. All were in favor, no objections, no abstentions. Motion passed. Sheila moved to accept the drafted resolution regarding the use of Wilder funds. However, further discussion on paying the invoice and obtaining a reimbursement from the Wilder funds, led to staff directives. Elly was asked to provide a final resolution and a project worksheet for the next SB meeting. 
    2. Transfers from 003 to Commission Funds

MOTION: Sheila moved to authorize the (FY26) transfers $1,000 to the Planning Commission; $100 to the Conservation Commission; $4,000 to the Cemetery Commission; $500 to the  Recreation Commission per the approved FY26 budget. Tara seconded. The vote was by roll call. All were in favor, no objections, no abstentions. Motion passed.

  1. Conflict of Interest Forms to be signed per Guilford Conflict of Interest Policy
    Annual Conflict of Interest forms are filled out each year by all Selectboard members. Elly provided copies of the 2023 Personnel Policy and requested that the last sheet “Personnel Acknowledgement” be returned to her given that SB members are considered town employees.
  2. Annual Appointments of Town Officers per 24 V.S.A. § 871
    Sheila: Normally we do this at the first meeting. This time, we will post the vacancies on the website and Front Porch Forum and the usual places where SB meeting agendas are posted. We will wait on these appointments until the next meeting. We want to encourage volunteering or running for an elected position. The Guilford Guide lists volunteer opportunities on pg 73. Sheila read a list of volunteer opportunities as well as appointments made. Sheila reminds those interested to contact Erika for further information or to connect with a commission chair. The SB will look at a vetting process, making it more standard for vacancies going forward. Mike: Would it be worthwhile to have a form on the website with inventory of skills? People can self-select or volunteer when vacancies are available we can match with a commission. Elly informs that copies of the Guilford Guide are available at the Town Office.
  3. Newspaper of Record per 17 V.S.A. § 2641
    MOTION: Sheila moves to appoint Brattleboro Reformer and The Commons as the newspapers of records, and Tara seconded. The vote was by roll call. All were in favor, no objections, no abstentions. Motion passed.
  1. Approval of member(s) to review and approve payments per 24 V.S.A. § 1623
    Two SB members are needed for provisional approval for timely payments to be approved by the full board at its next warned meeting. MOTION: Chip moved to approve Kim and Chip to review and approve payments per 24 V.S.A. § 1623. Sheila seconded. The vote was by roll call. All were in favor, no objections, no abstentions. Motion passed.
  1. Finance 
  2. Warrants    
Payroll – WE 03.01.26$8,753.43
Payroll – WE 03.08.26$7,608.93
Expense Warrant #2617$19,431.01
Expense Warrant #2617A$2,194.10
Expense Warrant #2617H$978.57
TOTAL$38,966.04

MOTION: Tara moved to accept the warrants as written, and Sheila seconded. The vote was by roll call. All were in favor, no objections, no abstentions. Motion passed. Sheila requests to add a Budget Section under Finance. Sheila: We made a commitment that we will pay close attention to the budget given the revenue shortfall.  Discussion about various income and expense lines along with potential expenses that may exceed a budget that was created in the calendar year 2024 (heating, salt, fuel, diesel, paving due to being petroleum sourced, building repairs, etc). Sheila reiterated that this discussion was precisely the need for this budget discussion going forward.  Steve Lembke reminded that there are no funds allocated for major disasters. FEMA funds have been cut and recommends that the town think on having the finances available in the event of a major disaster. SB agreed.

  1. Approval of Minutes
    1. Minutes of the regular meeting of 02.23.26
      MOTION: Mike moved to approve the minutes of the regular meeting of 02.23.26, and Sheila seconded. The vote was by roll call. All were in favor, no objections. Kim abstained. Motion passed.
  2. Other Business
    1. Future Meeting: Selectboard to Review Social Media and Email Policy
      Sheila: The current policy is out of date and given the statutory requirements on A.I. it will need to be included. Chip talked about his comparative analysis between documents and VLCT’s recommendations. Chip will add A.I. chapter and send it to Erika. This will be discussed at another meeting.
    2. Selectboard Responses to Community Questions & Comments
      Sheila: how do we receive requests/questions and if we can’t answer in the moment, how do we post the answers?  Mike: How to better educate our community? Emphasize concepts, not getting stuck in the details but stepping back on how the town operates and the collaborations it has with other organizations. He shared brainstorming ideas such as running evening sessions (2 hr max) open to the public. Chip did a Powerpoint on this discussion with Mike and will send it out. Tara: Requests information/figures in advance on items pertaining  to money and grants, rather than to search for it.  
  1. Special Town Meeting

Tara informs that the Special Town meeting has to be warned before the next SB meeting and listed possible dates. Erika: The max occupancy, standing for BBCC is 200 people. Sheila: we need to allocate space for voting and establishing the date is in concert with the Town Clerk, Moderator, et al.

  1. Correspondence
    Email from Steve Lembke informs he will no longer serve as Floodplain Administrator, after 12 years.  Steve recommends Dave Fuller to be appointed as Floodplain Administrator. Dave is already part of the EM committee. Sheila: Thank you. Dave appears to be a good match and in keeping with standarding the process for filling vacancies, let us postpone this decision for consistency. The SB recognized Steve for his many hours of unpaid, quiet work (e.g. River Corridor Bylaw, the Local Hazard Mitigation Plan) that are technical and thankless, reducing damage, keeping the town safer, smarter, and mitigating costs.
  2. Executive Session 

MOTION: Sheila moved to enter into Executive Session to discuss labor relations agreements with employees per 1 VSA § 313 (a)(1)(B) at 8:28 p.m and invited Erika and Elly to join. Kim seconded. Elly excused herself. Sheila amended. Motion: Sheila moved to enter into Executive Session to discuss labor relations agreements with employees per 1 VSA § 313 (a)(1)(B) at 8:28 p.m and excuse Elly. Tara seconded. The vote was by roll call. All were in favor, no objections, no abstentions. Motion passed. Motion: Sheila moved to enter into Executive Session to discuss labor relations agreements with employees per 1 VSA § 313 (a)(1)(B) at 8:30 p.m and invited Erika to participate. Tara seconded. 

MOTION: Sheila moved to exit Executive Session at 8:50 p.m. and Chip seconded. The vote was by roll call. All were in favor, no objections, no abstentions. Motion passed. There was no action taken.  

XIV.  Adjournment  

MOTION:  Chip moved to adjourn and Mike seconded. The vote was by roll call. All were in favor, no objections, no abstentions. Motion passed. The meeting adjourned at 8:50 p.m.

XV.  Actions from 02.23.26 Meeting

  1. Approved Petition for Special Town Meeting
  2. Approved Historic Marker for Town Pound
  3. Approved 2025 Grand List Errors & Omissions
  4. Discussed the Professional Audit FY27 engagement letter 
  5. Approved BBCC Emergency Shelter MOU
  6. Approved Warrants 
  7. Approved Minutes of the regular meeting of 02.09.26

XVI. Actions Taken

  1. Elected a Chair and Vice Chair of the SB
  2. Approved the Professional Audit FY27 Engagement Letter with amendments
  3. Approved the Arbor Climb quote for Blanchard Cemetery Tree Removal
  4. Approved Transfers from 003 to Commission Funds
  5. Appointed Brattleboro Reformer and The Commons as Newspapers of Record
  6. Approved SB members to review and approve payments
  7. Approved Warrants
  8. Approved Minutes of the regular meeting of 02.23.26
  9. Entered into Executive Session with no action taken
  1. Actions to be Taken
  1. Complete documentation for TO files: Personnel Policy, Conflict of Interest
  2. Chip will send his work on social media, email policy and AI
  3. Chip send PowerPoint from your conversation with Mike on educational sessions
  4. Deliver flyers to SRR residents for the next local concerns meeting
  5. Plan to be present for Slate Rock Rd Culvert meeting with residents (if it is separate from SB meeting)
  6. Remain open to attending in-office audit process with MJK in May/June and/or August

Meeting Recording: https://www.brattleborotv.org/guilford-selectboard/guilford-selectboard-mtg-3-9-26/

Next Meeting: March 23, 2026