Selectboard Draft Minutes 12.08.25

GUILFORD SELECTBOARD MEETING

Monday, December 08, 2025, 6:30 p.m., 236 School Road, Guilford, VT

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

STAFF PRESENT: Erika Elder, Jim Freeman

PRESENT IN PERSON: Steve Lembke, Beth Bristol (GVFD Treasurer), Jared Bristol (GVFD), Kyle Parker, Colin Bratton (WRC)

PRESENT VIA ZOOM: Cindy Clark, Don McLean, Andy and Elise Burrows

DRAFT Minutes

1. Call to Order by Verandah at 6:30 p.m.

2. Rules of Procedure read by Chip

3. Changes to Agenda Order 

4. Public Comment, Announcements
   Steve Lembke: Thursday 12.11 at American Legion 6:00 p.m. – 7:30 p.m.  “Big Beautiful Tour  About a Big Ugly Bill,” panel discussion with Q&A. Democracy Action group of Guilford & Vernon present. Not a political meeting but an informative one.  Green River Carol Sing will take place on Sunday 12.21 at 5:00 p.m. at Green River Church.

5. Approval of Minutes
   Minutes of the regular meeting of 11.24.25
   MOTION: Veranda moved and Mike seconded. The vote was by roll call. Four were in favor, no objections, Chip abstained. Motion passed.
   
6. Finance  
   Warrants    

Payroll – WE 11.30.25	$8,159.02
Payroll – WE 12.07.25	$8,314.64
Expense Warrant #2611	$11,856.46
Expense Warrant #2611A	$2,899.15
Expense Warrant #2611R	$4,836.39
TOTAL	$36,065.66

MOTION: Tara moved to accept the warrants and Mike seconded. The vote was by roll call. All were in favor, no objections, no abstensions. Motion passed. 

7. Updates and Reports
   1. Town Administrator
      Erika: The Grange has established that the Pre-Town Meeting will be on February 19 at 6:30 p.m. No petitions were filed during the 44 day-waiting period after the SB’s adoption of the Traffic Ordinance. It is on track to go into effect. Budget workshops have continued with the next one on 12.17 to wrap up all loose ends. Elly and I have been working on matters around the HRA fund and insurances. We continue to participate in the courses provided by VT Local Government Institute, which have been valuable. GMP Undergrounding Project is off-road cleaning up with its work having come to completion.
      
   2. Highway Foreman
      Jim: Tractor sent out for warranty work on DEF system. First storm of the year.  Every storm tests equipment. All the issues were fixed, mostly done in-house. Thanks guys for their skills. Electronics make up a lot of the repairs. Hauling sand tomorrow to fill the shed. Storm coming on Wednesday. Sheila noted repair budget status, seeming to be on track as projected. Jim: Yes, though it all remains to be seen with more information by the end of March. Some consumables are under repairs also, ie: tires, tire chains. Tara: looking at Cargill quote – what is “ClearLane deicer”? Jim: we call it “Mag,” which is coated salt, used to pre-treat roads. It buys us time and lasts longer. Tara asked about the salt bid, obtaining other quotes, agreeable with Jim that the quote is in light of a good business relationship.
      
   3. Guilford Volunteer Fire Department
      Beth: Requesting a $304,550 allocation – up $18,000 to support the truck fund. Pulls $35,000 into FD budget for capital outlay. Propose only one article instead of two. Tara asks about reserve balance. Sheila requested a YTD and a few years of actuals and fund balances.  Trustees meeting is on the first Monday of every month. Erika inquired about dry hydrants given the appropriation request from RFP. Jared responded that portable water pumps are used because they require less maintenance and are more versatile.

8. New Business
   1. Slate Rock Culvert Engineering Contractor Contract
      Erika reviewed the process.  The consultant selection committee identified DuBois & King as the top environmental engineering firm.  Now the SB gets to vote on whether to accept. Colin: VTrans grant using Federal money. The process is determined by Federal Agencies. Colin spoke on the role and responsibilities provided by the engineering firm. There was discussion on this matching grant. 
      MOTION: Sheila moved to accept the DuBois & King engineering proposal and Mike seconded. The vote was by roll call. All were in favor, no objections, no abstensions. Motion passed.
      
   2. Salt Vendor for FY26
      MOTION: Sheila moved to approve Cargill’s salt bid, and Tara seconded. The vote was by roll call. All were in favor, no objections, no abstensions. Motion passed.
      
   3. Fairground Road Measurement
      Erika: VTrans found a discrepancy in the length of Fairground Road, given the actual town road and the other being a driveway. After research and collaboration with various town staff and E-911, the need arose to change one resident’s address, along with the address of the Boy Scout Camp (owned by the Guilford Rec. Club), for E-911 purposes.
      MOTION: Sheila moved to approve the Fairground Road measurement change as proposed by E-911, and Mike seconded. The vote was by roll call. All were in favor, no objections, no abstensions. Motion passed. 

9. Other Business
   a. Discussion about cancelling Dec. 22. Will schedule how to make it up. 
   b. Tara plans on painting the stop bar at Guilford Center Road in the spring. Requests an RFP for TO parking lot.

10. Correspondence
    1. Rural Fire Protection (RFP) Appropriations Request
       Erika: $200 request for appropriation. The Town Clerk provided them with the form to petition. RFP did not believe it was a social service agency but VLCT does not limit appropriations to social service agencies alone. The SB could make this an article at Town Meeting.  Chip commented about the potential options that promote public safety.  Sheila commented that the RFP should petition the Guilford Volunteer Fire Department. The SB agreed and Erika will let RFP know. 

11. Actions from 11.24.25 Meeting
    1. Approved Minutes of the regular meeting of 11.10.25
    2. Approved Warrants
    3. Approved GFL receipt of donations through Municipay
    4. Accepted the FY25 Draft Audit Report

12. Action Taken

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

13. Actions to be Taken
    1. Erika will follow-up with RFP Dry Hydrant
    2. Schedule Dec. 22.

14. Adjournment
    MOTION: Sheila 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 7:50 p.m.

Meeting Video:  https://www.brattleborotv.org/guilford-selectboard/guilford-selectboard-mtg-12-8-25/