OFFICE OF THE SELECTBOARD
TOWN OF HALIFAX, VERMONT
REGULAR MEETING MINUTES
April 15, 2025
6:00 PM AT THE HALIFAX TOWN OFFICE
CALL TO ORDER
Edee Edwards called the meeting to order at 6:01pm. Other Selectboard members present were Karen Christofferson, Rhonda Ashcraft, and Randy Pike; Lori Marchegiani joined remotely. Members of the public present were Mike Fournier, Stephan Chait, Tim Jones (GMP), Fred Aldrich (ASMG), Jeff Marsden (Bazin Brothers), Jack (John) Rossetti, and Emily Dow.
CHANGES AND ADDITIONS TO THE AGENDA
None.
Edwards noted three ROW (Right-of-Way) permit applications have been submitted and the Selectboard has yet to review them. One is listed on the agenda because it was expected, but it was not received in time to circulate it to the board
NEW BUSINESS
Open Paving Bids
The Selectboard opened 5 Paving Bids for the Halifax Green River Road Paving Project for 2025. Per the bid specifications, the project consists of full-depth reclamation of 4000 feet on Green River Road between the intersection of Ballou Mountain Road to the Hatch School Road/Brook Road intersection.
Bidder and bid details were read. Below are final total bids:
- $252,820.00 Bazin Brothers
- $254,250.00 All States Construction
- $300,925.00 Northeast Paving
- $310,681.50 Springfield Paving
- $369,530.00 Peckham Road Corp
Pike noted the lowest 2 bidders have amounts within $1500 of each other and show both companies are similar. Fournier has no concern about the project completion in October prior to the winter weather approaching. Other details were discussed briefly.
Pike made a motion to accept the Bid from Bazin Brothers for a total of $252,820 for the Halifax Green River Road Paving Project 2025 from Ballou Mountain Road to Hatch School. Ashcraft seconded the motion. Motion carried 5-0.
GMP Zero Outage Initiative Plans for Halifax 2025
Tim Jones attended the meeting in person to speak on behalf of the GMP project within the Town of Halifax. There were a few projects started last fall and currently they are finishing Collins Road and Fowler Road.
The strategy is to get main lines and feeders more resilient (by running underground when possible).The goal is to make it through the winter season or high winds with minimal outages.
GMP is currently proposing 20 miles of line being run through 5 jobs currently in Halifax with an additional 4-5 starting in the near future. June 2nd is scheduled to be the start date for the 5 current jobs. Maps are in the town office, with the Key showing blue dashes symbolizing conduit that is under the road and solid blue shows overhead lines. Green line shows existing lines. The red lines depict the three phase line, for example by Jacksonville Stage Road.
- McMillan Road- Start near Route 8 near the paved section in Whitingham and continue to Pennel Hill.
- Reed Hill and Larabee Road until the paved section in Whitingham. There are many offroad and cross-country lines that will be retired and brought underground.
- Stowe Mountain Road
- Tucker Road and Old County Road.
- Deer Park Road.
This is due to be completed by the end of summer and fall of 2025 for the Halifax portion.
Stephan Chait asked about the procedure for when the lines run through the road’s Right of Way. Tim Jones explained that all property owners affected will get a notice two weeks prior to the job start date. The dirt roads will mostly have conduit for underground lines and pavement will run overhead.
Christofferson asked Jones to confirm that GMP will follow the guidelines on putting the roads back together upon job completion.
Fournier explained guidelines for GMP work in Halifax:
- GMP is responsible for gravel, grading and trucking.
- GMP will install concrete headers on the uppers and lowers of culverts
- If culverts get cut through, GMP will replace them
- GMP will provide “As Built” diagrams when completed
- Pole placements and green boxes should not obstruct plowing or make it difficult for the road crew to work around.
Tim Jones will amend the letter agreement to the town and send it back.
Recycling Services RFP via WSWMD
Five or six towns are participating in a request for bids for different recycling services. April 30, 2025 is the deadline to enter a request for bid. Bids are due May 23, 2025. Bob Spencer (WSWMD) is willing to join Selectboard regular meetings to talk about the recycling services to bring more companies in to create a more competitive bid.
MERP Grant Management Options
MERP next steps: Decide upon a contact for the MERP Grant.
Roberts had emailed his willingness to either remain the MERP Coordinator although he could not do that work on a volunteer basis, or to pass the baton. People at the state and partners are eager to know who the contact is.
The Board looked over the minutes from February 18, 2025. Windham Regional Commission (WRC), per Tristan Roberts, offered the coordination of the grants throughout the connected towns. For example, the Town Garage was assessed for ADA requirements with a preliminary spoken discussion about adding a custom accessible ramp attached from the back door of the garage with also showing directional signage. WRC set this up; Edwards attended. Per the MERP Grant, up to 20% is allowed to be spent to cover ADA requirements. The Town Garage bathroom is ADA compliant already.
Efficiency Vermont can assist with the MERP Grant in terms of rebates if the town purchases equipment or appliances. They hope to speak with the new contact to share more information.
We are not aware that support from WRC requires payment from the town through the grant budget via his email, Roberts noted that if grant support money is not spent on support, it can be used for equipment or other services. There is $4340 in admin support in the grant budget.
Edwards made a motion to appoint Marchegiani as the MERP Grant Administration point person and use Emily Dow as a helper. Ashcraft seconded the motion. Motion carries 4-0-1 with Marchegiani abstaining
Bridge Structure #00012 – C2001 over East Branch North River (Branch and Rte 112 Bridge) Wingwall and guardrails (Inspection Dated 7/1/24)
There is a settlement crack that is a couple inches wide in a supporting wingwall of this bridge, according to an inspection completed in July 2024. Guardrails are also noted as needing attention Edwards is hopeful it can be repaired instead of it being a bridge replacement. The bridge is not on a state road, so it is Halifax’s responsibility. Halifax currently is the recipient of a structure grant. More money is unlikely. Edwards suggests reaching out to the Agency of Transportation and having an engineering study to go over different repair options and get a cost ballpark. Christofferson will contact VTRANS.
OLD BUSINESS
Incident Reports
Edwards sent the board a draft of an incident report and a form with an example of how it should be filled out. Edwards contacted VLCT and asked if other towns do incident reports. VLCT said others do; the towns do use this form and are able to redact information if needed in response to a records request if there is confidential personnel or other exempt information. The form can be altered to tailor to the town’s needs. PACIF has template forms geared towards Workers’ Compensation. Christofferson made a point to make sure the town is not taking responsibility or will be held liable for any incident where they shouldn’t be at fault such as damage to items in the Right of Way. Written documentation on incidents is important to reflect on possible improvements. Edwards will continue working with our insurer and VLCT support to tailor the incident report to cater to Halifax needs.
HEARING OF VISITORS
Stephan Chait asked if the Conservation Commission can remove invasive plants in the Right of Way, or if they need a permit from the town and to work with property owners and avoid being in the way of the Highway Dept. Edwards noted a meeting with Town Counsel coming up on the permit forms. The board did not have an answer.
Future Agenda Item: What is the liability for people working in the Right of Way.
CORRESPONDENCE
Rossetti ROW Permit- 5245 Jacksonville Stage Road- Bell Road for Electrical Line Underground
Rossetti is seeking a permit for adding an underground electrical line that will cross the town Right of Way on Bell Road. Rosetti stated that the neighbor on the other side of the property gave written letter permission for the line to cross onto their property. GMP has been to the site separately from 2 Selectboard members and 2 Highway Department members. Rossetti felt GMP was not clear about what easements were needed since they were referencing an online tool called the Parcel Viewer. Edwards explained that there have been prior miscommunications on the conditions for permit approval. Last fall, Rossetti had been asked to submit this ROW permit application form; we can now follow our procedures to assess it, which may include another site visit to understand GMP’s concerns.
2 more ROW permits will be reviewed in the next Regular Meeting.
Ashcraft left the meeting at 8:15pm.
APPROVAL OF PREVIOUS MEETING MINUTES
Edwards made a motion to accept the minutes from April 1, 2025 as amended. Pike seconded the motion. Motion carries 4-0.
Edwards made a motion to accept the minutes from March 27, 2025 as written. Pike seconded the motion. Motion carries 4-0.
EXECUTIVE SESSION
None.
SELECTBOARD ORDER
The Selectboard orders were signed and Edwards read the aggregate amount for orders on April 15, 2025 for an order total of $9,359.38.
ADJOURNMENT
Edwards made a motion to adjourn at 9:54 pm. Pike seconded the motion. Motion passed 3-0.
Respectfully submitted,
Emily Dow
Halifax Administrative Assistant
Recording Link: https://youtu.be/31Cix9IhcSI