Selectboard Meeting Draft Minutes 05.11.26

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GUILFORD SELECTBOARD MEETING

Monday, May 11, 6:30 pm, 236 School Road, Guilford, VT

SELECTBOARD MEMBERS PRESENT:  Sheila Morse, Tara Cheney, Mike Szostak, Kim Frost

STAFF PRESENT:  Jim Freeman, Erika Elder

PRESENT IN PERSON: Verandah Porche, Steve Lembke, A, Lyle Howe, Jr.,  Deborah McNeil, 

PRESENT VIA ZOOM: Elise Burrows, Tammy Sargent, Andy Burrows, Lori Robillard, Jeannette Tokarz, Christina Belogour, Pat Haine, Kerri Beebe

DRAFT Minutes

  1. Call to Order at 6:30 pm by Sheila
  1. Rules of Procedure by Mike
  1. Welcoming of Public; Community Comment Period
    Sheila requests to add time to the public comment period to listen to suggestions about Highway recruitment.

Lyle Howe: New room arrangement prevents people from seeing raised hands. Tammy Sargent agrees, stating the new arrangement is not good. Requests early entry to meetings to allow users to change their names.

Verandah asked if anyone has reached out to VLCT to request serious consideration on staffing. Deb McNeal commented that the Special Town Meeting was good and respectful.

  1. Changes to Agenda Order
  1. Updates & Reports
    1. Highway
      Jim: Grading roads and annual task of washing bridges and aprons. Graded over 90% of the roads, school  bus routes twice. Tree calls, clogged culverts – encourages people to call with any issues. Still working with 4 crew members. 
    2. Town Administrator
      Erika: Guilford will get a refund of $45,414 from WSESD. Sheila confirms this is unspent tax revenue. Town Credit Card hack caught by the bank. Search for Assistants continues. VTrans TH grants are available for Guilford. VTrans suggestions while we await news regarding a flashing light at Guilford Center Road intersection. 
  1. Old Business
    1. Clarification to 03.09.26 Minutes ACTION: MOTION
      The FY26 Audit Engagement Letter was listed in the meeting agenda and minutes as FY27.

MOTION: Sheila moved to clarify the 3.09.26  minutes to show that the Audit Engagement Letter discussed and approved at that meeting is for the FY26 Audit.
Tara seconded. The vote was by voice. All were in favor, no objections, no abstentions. Motion passed.

  1. AI Policy and Social Media Policy motion to consider adoption, after legal review.
    Legal review has been completed with no substantive changes.
    MOTION: Sheila moved to accept the Social Media and Email Policy as reviewed by our attorney and Kim seconded The vote was by voice. All were in favor, no objections, no abstentions. Motion passed.

MOTION: Sheila moved to adopt the AI use Policy and Mike seconded. The vote was by voice. All were in favor, no objections, no abstentions. Motion passed.

  1. New Business
    1. Windham County Humane Society Contract FY27 per 20 V.S.A. § 3381, A
      Erika described the FY27 contract and differences from previous contracts.
      MOTION: Kim moved to approve the contract with WCHS and Sheila seconded. The vote was by voice. All were in favor, no objections, no abstentions. Motion passed. 
  1. Correspondence
    1. Agenda Request related to Act 181
      Sheila: We received a request for the Selectboard to draft a letter to the legislature supporting full repeal of Act 181. Sheila offered that personal letters from residents  are a preferred option. Only 35 of 251 towns have drafted such a letter.
      Tara questioned how the selectboard could write a letter that represents everyone. Tara is in support of sending a statement supporting repeal. Tara has drafted a Concerned Citizens of Guilford letter to the Legislature; is gathering signatures.
      SB discussed ways for legislators to accomplish what people want.
      Tammy requested the SB make a motion to send a letter asking for repeal then have a discussion, stating her opposition to Act 181 MOTION: Tara moved to draft and send a letter to the legislature asking for repeal and Sheila seconded. The vote was by voice. Tara yea, all others nay – motion failed.
  1. Finance  ACTION: MOTION 
    1. Budget Status
  2. Warrants      
Payroll – WE 05.03.26$7,091.79
Payroll – WE 05.10.26$8,158.87
Expense Warrant #2621$40,459.12
Expense Warrant #2621A$2,938.76
TOTAL$58,648.54

MOTION: Tara moved to accept the warrants. Sheila seconded. Sheila asked Jim about the generator. Tammy asked about transfers that have been done. Sheila read approved transfers from the Budget Status Report that have been done and not done with the remaining amount of $249,000.  The vote was by voice. All were in favor, no objections, no abstentions. Motion passed.

  1. Approval of Minutes
    1. Minutes of the regular meeting of  04.27.26
      MOTION: Sheila moved to approve the minutes Tara seconded. The vote was by voice. All were in favor, no objections, no abstentions. Motion passed.
  1. Executive Session
    1. Executive Session to discuss labor relations agreements with employees

per 1 VSA § 313 (a)(1)(B).
MOTION: Sheila moved that premature knowledge of discussions could potentially put the town, or a person involved, at significant disadvantage.  Kim seconded. The vote was by voice. All were in favor, no objections, no abstentions. Motion passed.
MOTION: Sheila moved to enter into Executive Session at 7:20 p.m. to discuss labor relation agreements with employees per 1 VSA § 313 (a)(1)(B), inviting Erika Elder and Jim Freeman to participate. Tara seconded. The vote was by voice. All were in favor, no objections, no abstentions. Motion passed.

MOTION: Sheila moved to exit Executive Session at 7:54 p.m. Tara seconded. The vote was by voice. All were in favor, no objections, no abstentions. Motion passed.
MOTION: Sheila moved to accept the proposed new Highway Crew Wage Bracket Structure in line with the approved FY27 Budget ro go into effect July 1, 2026 and Kim seconded. The vote was by voice. All were in favor, no objections, no abstentions. Motion passed.

  1. Actions from Previous Meeting
    1. Approved online donations to Conservation Fund
    2. Approved Warrants
    3. Approved 4.13.26 minutes.
    4. Agreed to not send letter to Legislators
  1. Action Taken
    1. Clarified minutes of 03.09.26
    2. Adopted AI Use & Social Media and Email Policies
    3. Approved WCHS contract for FY27
    4. Motion to send letter supporting repeal of Act 181 did not pass
    5. Approved Warrants
    6. Approved Minutes of 4.27.26
    7. Executive Session
    8. Approved New HWY Wage Structure for FY27
  1. Adjournment

MOTION: Sheila moved to adjourn and  Kim The vote was by voice. All were in favor, no objections, no abstentions. Motion passed.  The meeting adjourned at 7:56 p.m.

Next meeting: Wed. 5.27.26

Meeting video: https://www.brattleborotv.org/guilford-selectboard/guilford-selectboard-mtg-5-11-26/