OFFICE OF THE SELECTBOARD
TOWN OF HALIFAX, VERMONT
SPECIAL MEETING MINUTES
April 29, 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, Randy Pike; and Lori Marchegiani joining remotely. Members of the public present were Tim Jones (GMP), Mike Fournier, Sue Kelly, Kyle Farnsworth, Nancy McCrea, Roger Dunham, David Jones, Melissa Bombardier, Joe Bombardier, Linda Lyon and Emily Dow.
CHANGES AND ADDITIONS TO THE AGENDA
Old Business: Recycling Request for Proposal update
OLD BUSINESS
Sign Garage Yard Lease to GMP
Signing the garage yard lease to GMP. The Board assessed and accepted changes and edits made to the Lease Agreement such as Premises, Use of Premises, and Environmental Matters. $1200 a month is decided for rent for the use of the town garage yard which also includes GMP doing their own maintenance of the used space such as plowing and road maintenance.
Tim Jones shared a new exhibit of the map for the garage yard layout use. The layout includes Bucket Truck & Trailer Parking, Materials Storage, Conex Boxes, Contractor Parking, and Dumpster Staging. Fournier suggested revisiting the map when trench work begins. Jones said GMP has yet to discuss location of the materials for the trench work upon arrival. Future discussion: Revision of exhibit map to include additional space needed for trench work materials and possible contract revisions at that time.
Pike made a motion to accept the revision to the contract as discussed and continue with a $1200 a month Lease Agreement with GMP for $1200 a month for 13 months. Ashcraft seconded. Motion carried 5-0.
GMP New Projects (Zero Outage Initiative)
Tim Jones shared 2 versions of the agreement with the Board. The 1st version has all track changes the Board has made accepted. The 2nd version accepts all changes with one qualifier under #4 revised to include #1 as the requirement of 6 inches of gravel to the original road conditions. Discussion was had about the standard of needing 6 inches and the board wanted to stick with the first version—getting 6 inches.
A question was asked about repairs during mud season. Jones noted that temporary bypass repairs might be possible if the town was concerned about large amounts of trenching for repairs at a given time.
Christofferson made a motion to approve the Zero Outage Initiative agreement with GMP as amended during the meeting. Pike seconded it. Motion carried 5-0 unanimously.
Tim Jones will supply it on letterhead; the board will sign following that. They expect this work to be underway by June 2.
Approval of Right-of-Way Permit application update
Selectboard proposed to rename the permit to The Right-of-Way use permit which includes; driveways, highways and legal trails. The 1st page is an overview of the project. The 2nd page includes location and working permit standards. The 3rd page is the proposed location of work and specifying if it’s a permanent or temporary change. The Board accepted all changes to the permit form and will have access made to it on the Halifax Website.
Christofferson made a motion and Ashcraft seconded approving the updated form.
David Jones asked if the landowner can get permission from a neighbor but not in the form of an easement if it is accepted by the Board. The board discussed that many different situations that can arise, including utility easements
Edwards said we are trying to improve the ability for people to inform the Board of the projects reasonably quickly and understand the project so they can move forward. The board decided to run an example past the town attorney.
The process will include the highway supervisor doing a site visit before the board considers them.
After the discussion, the motion carried 5-0.
Recycling Request for Bids
Edwards plans to revise the form to send out as well as Bids. Bids are due May 23 and can be opened during the following regular meeting on June 3rd.
NEW BUSINESS
Wheeler Road Complaint
Edwards received a call concerning conditions on neighboring property that may be unhealthful. The resident has been taking action to resolve the issues about the complaint with other agencies as well as friends to help. Edwards would like to take the opportunity to have community problem solving. The board may not understand circumstances such as personal life and health situations, or what other agencies may be involved.
The Fire Marshall has been in contact with the resident to ensure progress on the property.
The ACO mentioned the importance of keeping dogs on their own property and not allowing the dog to run in the road as people are walking with or without dogs. The dog owner says the dog is only outside with them and listens on command and comes back to the yard if they run to the road.
As a result of the resident’s efforts, at this time the Board is not looking to enforce the Junk Ordinance. The resident will also license their dog.
Cash Flow through the end of the year into FY26Q1
Is there an expectation that there is a surplus at the end of the year, and where those funds are being spent was the question on the table Edwards heard that states may not be granted FEMA Emergency Designations and the town may wish to make a Strategic Gravel Reserve. Or we might consider other items to make investments in the future such as refurbishment of the grader. We need to pay for the Hatch School Project before taxes are due. We want to look at the current cash position of the town. Christofferson noted that we do not have that information at present, but the expenses to date were given to the board.
Various details and specific line items were discussed such as changes in the amount of FEMA cost sharing, and unexpected incoming money such as reimbursement from GMP for the work that was done the year prior including gravel, sand, equipment, and labor costs.
Edwards walked through her questions from the budget spreadsheet.
Building Repairs and Maintenance line of the spreadsheet. This is to pay for the unbudgeted roof repair on the town garage: The reimbursed amount possibly should include $4K from the mini-MERP grant and the authorization to use the remainder of the building reserve money which is $7K. The amount here matches FEMA Vaughn road additional reimbursement. Overages for the expense on sand and gravel were expected and authorized by the board during the year.
Supplementary road assistance: Budget $206K–was that the expected expense for Pike Road? Was it paid last fiscal year?
Christofferson and Fournier noted items they would wish to consider if there was a surplus, such as requested new equipment.
Fournier would like an update on Health Insurance for the Highway Dept. VLCT has to be contacted and assess the percentage of the plan and deductible.
EOC Emergency Supplies and Expenses also has overage. It is possible this was a grant expense to update the Local Hazard Mitigation Plan that carried into this fiscal year on expense. No decisions were made, but follow up will continue.
HEARING OF VISITORS
Marchegiani would like more updates on everything that is included in MERP for the next meeting agenda. She will contact Roberts for handover material to take over the grant project.
ADJOURNMENT
Ashcraft made a motion to adjourn at 7:59pm. Marchegiani seconded. Motion carried 5-0.
Respectfully submitted,
Emily Dow
Halifax Administrative Assistant
Recording Link: https://youtu.be/p9UrZzB8mz8