Selectboard Minutes, 07.24.2023

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GUILFORD SELECTBOARD MEETING
Monday, July 24, 2023, 6:30 p.m., 236 School Road, Guilford, VT

SELECTBOARD MEMBERS PRESENT: Zon Eastes, Verandah Porche, Michael Becker, Rusty Marine, Tara Cheney

STAFF/OFFICIALS PRESENT: Erika Elder (Town Administrator), Sheila Morse (Assistant Town Administrator) (via Zoom)

PRESENT IN PERSON: Nancy Detra, Kyle Parker, Patricia Bullock, Connie Burton, Tammy Sargent, Fred Cheney, Deborah McNeil, Dolores Clark, Paul Belogour

PRESENT via ZOOM: Jen McDuffie, Sheila Morse, Barry Aleshnick, Denise Jaffe, Don McLean. Ragan Anderson, Christina Belogour, Rick Zamore, Anna Klein, Kalin Noble,  A Howe

Draft Minutes

  1. Call to Order (ESTIMATED Time) 6:30 p.m.
  1. Rules of Procedure (2 minutes)
  1. Welcoming of Public     Community Comment Period (10 minutes)
    1. Nancy Detra:  Energy Committee education events
      Tuesday 7.25.23 education event at BBCC home energy transfer for families.
    2. Ragan Anderson:  Guilford FOLK Meeting,  Art Club, Playscape
      Guilford FOLK meeting Wed 7.27 at Library, Art Club next Wednesday 8.2 theme is water, Recreation Commission shade structure – needs community volunteers to help put it up.
  1. Changes to Agenda Order
    1. Section 7a and 7e are the same. Zon requests deleting item a.
      ACTION: Zon moved  to delete item 7a from the agenda. Michael seconded. Vote was by voice. All were in favor. None were opposed. None abstained. Motion carried. 
  1. Approval of Minutes
    1. Minutes of the regular meeting of 07.10.23
      ACTION: Veranda moved to approve the minutes of the 7.10.23 regular meeting. Rusty seconded, Vote was by voice. All were in favor. None were opposed. None abstained. Motion carried. 
  1. Updates & Reports
    1. Highway (5 minutes)
      Erika: Highway crew continues to clear culverts impacted by heavy rains. FEMA discussion. 
  1. Old Business
    1. Selectboard Goals DISCUSSION
      2023-24 Goals are now on the website at https://guilfordvt.gov/selectboard-goals-2023-2024/
    2. BBCC grant proposal recommendation
      ACTION: Michael moved to approve the $20,000 grant application. Tara seconded.
      Sheila Morse: What will BBCC use the money for? Zon: Wiring and inspections, sprinkler system, exhaust tower. Dolores Clark: Is this in addition to the money already disbursed for the generator? Other buildings are in poor repair. Tammy Sargent: Is this the second award for BBCC? Rick Zamore, BBCC: Request is for cost overruns for sprinkler and connecting the generator. Tammy: Question – Not one and done. Zon: Prior ARPA dollars didn’t cover the costs.
      Vote was by voice. All were in favor. None were opposed. None abstained. Motion carried. 
    3. 90-day review DISCUSSION
      2 new staff members 90-day review was done by Zon and Rusty, reviews are filed in the Town Office.
    4. Conflict of Interest issues DISCUSSION
      Tara met with a group of citizens concerned about conflict of interest policy. Feels like questions haven’t been answered re: lawsuit. Wants VT code of ethics added to website. Everyone who signs conflict of interest forms. Everyone on all commissions/comittees should sign. Wants to amend policy by making these available to public.
      Tara wants to be included in emails to & from attorney. Suggests two reps from Selectboard be included in communication with attorney. Zon: Steps requested are 1. Add VT code of ethics to website, 2. Amend policy to require signed statements 3. Add Selectboard member to attorney communications. Address in subsequent meetings. 
    1. New Business
      1. Town treasurer report
        Elly: serves as Treasurer and Assistant Town Clerk, delinquent tax collector, finance assistance for AFD #1. Does weekly payroll, payroll taxes, all monthly reporting, annual reporting. FY end – NEMRC helps. Tax bills have not been created yet, will come out in a couple weeks. More public education about taxes, appraisals, education tax, homestead declaration. Provided DRAFT year-end report. General Fund revenue exceeds expenditures for FY23. Tara suggests a quarterly budget report for the public.
      2. FY24 tax rate
        Erika: Tax rate calculation tool uses budgeted expenditures agreed upon at March 2023 Town Meeting, adds State-mandated education tax rate, subtracts revenue and Veterans exemptions and calculates the tax rate. This is one factor that goes into determining your tax bill. Dolores Clark: Why didn’t everyone’s assessment go up by  a flat percentage?
        ACTION: Zon moved to accept the tax rate as presented. Michael seconded.
        Discussion about how the public can get answers to questions. Zon: Answers will be added to the Town’s website. Tammy: How do you request a public meeting? Zon: Make the request of the Selectboard. Sheila Morse: Most of these questions have been answered. Reappraisal information is contained in the Town Report. Town Office has documentation. This information has always been available.
        Vote was by voice. Zon, Verandah, Rusty and Michael were in favor. None were opposed. Tara abstained. Motion carried. 
      3. Fire Department Auxiliary boot drop date request
        ACTION: Rusty moved to accept the date of September Monday, September 4.  Tara seconded. Vote was by voice. All were in favor. None were opposed. None abstained. Motion carried. 
    1.  Finance 
      • Warrants      
    Payroll – WE 07.16.23$9,167.43
    Payroll – WE 07.23.23$8,168.02
    Expense Warrant #2403$90,688.98
    Expense Warrant #2402F$41.50
    TOTAL$108,965.93

    ACTION: Tara moved to pay the warrants as written. Zon seconded.
    Tara: Can we get fy reporting on Herron suit? Tammy Sargent: Who assigns account codes to the invoices? Erika: I do that, Danny does the highway invoices.

    Vote was by voice. All were in favor. None were opposed. None abstained. Motion carried. 

    1. Other Business: None
    1. Correspondence DISCUSSION 
      1. Stony Hill Road South name change request
        Michael: A citizen has written to the Selectboard requesting a name change for South Stony Hill Road to eliminate confusion. Zon: will research and cover at a future meeting.
    1. Executive Session: 
      MOTION: Zon moved to enter Executive Session pursuant to 1 V.S.A. § 313 (a)(1)(B), to discuss labor relations agreements with employees.  Michael seconded.
      Vote was by voice. All were in favor. None were opposed. None abstained. Motion carried. 
      Executive Session entered: 8:00 p.m.

      ACTION: Zon moved and Rusty seconded to leave Executive Session.  All were in favor. None were opposed. None abstained. Motion carried. Executive Session ended at 8:20 p.m.

      ACTION: Zon moved to amend current Personnel Policy to add call-out hours, Michael seconded. Vote was by voice. All were in favor. None were opposed. None abstained. Motion carried.
    1. Actions from Previous Meeting
      Zon read corrected actions of the 7.10.23 meeting:
      1. Approved minutes of the special meeting of 06.21.23
      2. Approved minutes of the regular meeting of 06.26.23
      3. Resolved Motion to name subcommittee. 
      4. Denied Ewen Driveway Permit
      5. Subcommittee appointed for BBCC ARPA request
    1. Action Taken
      1. Agreed to delete duplicate item from agenda
      2. Approved Minutes of 7.10.23 meeting
      3. Approved BBCC ARPA request
      4. Set FY 24 tax rate
      5. Approved date for GVFD Auxiliary boot drop
      6. Approved Warrants
      7. Approved amendment to Personnel Policy
    2. Actions to be Taken
      1. Three items on conflict of interest questions
      2. South Stony Hill Road Name change request
    1. Adjournment

    MOTION: Rusty moved to adjourn, Tara seconded.
    Vote was by voice. All were in favor. None were opposed. None abstained. Motion carried.
    Meeting adjourned at 8:25 p.m.

    Next meeting is 8.14.23

    Meeting Video: brattleborotv.org/guilford-selectboard/guilford-sb-mtg-72423