OFFICE OF THE SELECTBOARD
TOWN OF HALIFAX, VERMONT
REGULAR MEETING MINUTES- DRAFT
June 3, 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. Members of the public present were Stephan Chait, Nancy McCrea, Mike Fournier, David Jones, Linda Huebner, Sara Barnett, Kaitlin Stone, Mark Halverson, and Emily Dow.
CHANGES AND ADDITIONS TO THE AGENDA
Old Business: Hatch School Road Update- Move ahead to be first in discussion.
NEW BUSINESS
Bid Opening- Recycling, Highway Department, Trash, Organic Waste
The Selectboard has been discussing with multiple towns in the WSWMD to send out bids for recycling services to a larger pool of vendors in hopes to get a better response. The bids were due on May 23, 2025 by 3pm.
Stephan Chait commented the initial concept was for WSWMD to offer their technical expertise in reviewing the bids. However, their assistance is no longer an option due to being a conflict of interest as they sent in a bid for recycling services.
Edwards said since the town is part of a municipality and is a member of WSWMD, their services get used anyway. Their bid will still be evaluated based on the fact that they are known but will be reviewed as a new vendor.
Returned Bid from Able Waste Management: Returned to sender, no mail receptacle.
Monadnock Disposal Services and Naughton & Son Recycling did not send in bids as they do not service Vermont.
Current service for Halifax:
- Municipal solid waste pickup for the Highway Department only
- Green Up construction and demolition
- Do not currently have compostable waste however, there was interest at the Town Meeting and voters were asked to consider this option.
- Single stream recycling- comingled recycling containers.
Bid Opening:
For more detailed information about each bidder, please refer to the Recycling spreadsheet and the meeting recording on YouTube. Each bid is for a 3 year service.
- Casella Waste Services, Brattleboro, Vermont
- Municipal Solid Waste- $6,576
- Compost- $125
- Single-Stream- $1,332
- Cardboard/Paper- No Bid
- Mixed Containers- No Bid
- Total Bid: $8,033
- Valley Recycling, Northampton, MA
- Municipal Solid Waste- (Only bid on disposal of solid waste) $309
- Compost- No Bid
- Single-Stream- No Bid
- Cardboard/Paper- No Bid
- Mixed Containers- No Bid
- Total Bid: $309
- Murphy Road Recycling, Enfield, CT
- Municipal Solid Waste- No Bid
- Compost- No Bid
- Single-Stream- No Bid but accepts this type
- Cardboard/Paper- No Bid but accepts this type
- Mixed Containers- No Bid but accepts this type
- Total Bid: N/A
Did not attach the sheet, but sent a pricing proposal that states they accept single stream, mixed paper, comingle recycling and painters recycling, delivered by the town to either the primary or backup facility or $100 per ton charge. Facilities are in Hatfield, MA and Agawam, MA.
- WSWMD, Brattleboro, Vermont
- Municipal Solid Waste- No Bid
- Compost- $14,931.69
- Single-Stream- No Bid
- Cardboard/Paper- $4,687.50
- Mixed Containers- No Bid
- Total Bid: $19,619.19
Moving Town of Halifax & Lions Club signs at Brook and Whitneyville Road
Brought to the board’s attention by Linda Huebner regarding the triangle in front of her house at Whitneyville Road as this land is within her property line. She purchased her home in Oct 2002 and the town signs were already there as there was a deal made by the previous owner in terms of the triangle being mowed by Wayne Corse in return for the signs being in that space as well as sign maintenance. The triangle hasn’t been able to be maintained per the agreement for the past couple years and Huebner and her neighbor have been maintaining it. Huebner has been planting a pollinator garden in the triangle and would like to add a pollinator sign to educate about the species. The town signs give an impression that it is town property even though it is private. This is also a frequently photographed location due to the signs and location.
Huebner introduced a topic for a future meeting about cars parking on the cut through in between her house and the triangle.
The board can honor that the triangle is on private property.
Edwards suggested rededicating the sign to its new location during the Halifax Town Celebration. She also suggested creating a small sub-committee to research locations the sign can be moved to.
Some location examples include: Old town garage- on both sides of road, school property, 1 acre parcel past the bell on Branch Road, and Halifax gravel bank. Look at the town list for more location options.
Mark Halverson, Lions Club member, relayed it to the club and the sign will be removed and will fill the hole after removal.
Edwards looked at the property map and deed on Saturday at the town office and confirmed from a 2003 Highway Map that the triangle land is on Huebner’s property.
The Celebration Committee may have funding to restore the sign.
The new location for the sign can’t be in the line of sight for turning cars, in the plowing right of way, and the ability for cars to pull over and take photos.
Pike’s idea for retaining volunteers to restore the sign and move it, is to advertise through letters and posters as well as seeking private donations.
The board has the determining factor for the new location as it is on town property. The school board has the authority to allow the sign to be placed on school property.
Stephan Chait suggested dividing the project in 2 parts: removing the sign, then finding a new location. Edwards replied from a timing perspective to put the sign in an easy location since the celebration is happening soon so it can be viewed rather in storage.
Marchegiani offered to begin this project.
Commodity Bids Authorization (Sand, gravel, fuel)
Christofferson needs authorization to send the bid letters out for gravel, sand, and fuel so they can be returned and opened within 2 weeks by June 18th. Reference the budget worksheet to observe if there’s any variation in quantity.
Health Insurance Advisory (Acrisure) option
Pike discovered Acrisure last November in 2024. Acrisure has taken over for Hickok & Boardman who did consulting for VLCT. VLCT used to have their own insurance but stopped it due to cost and may reopen at a future time. Pike spoke with Kelly Avery from Acrisure.
Acrisure advisory services as listed on the website include:
- Education and communication assistance
- Advise and assistance with overall benefit strategy
- Financial modeling
- Assistance with pre, during and post-enrollment
- Health benefit plan administration
- Forms templates and administration to stay up to date with affordable care act
- Support in attending meetings
- 10% discount on any other additional services
Acrisure may be able to assist in insurance cost savings and find a better solution but, needs to enroll in the program. Pike began this process last year and lost communication. Acrisure is the platinum sponsor and there is a $500 annual fee as well as $15 per employee per month for an Administrative Fee with a 1 year minimum signup. Total cost is $1400 annually to assist with finding the best health insurance route.
Stephan Chait commented that the easiest way to cut costs is to cut benefits and the approach is a fiscal approach. Pike responded that saving money can also include going to a lower cost plan, adding an HSA or health reimbursement plan.
Edwards said as Acrisure is connected to VLCT, they will get information from other towns’ approaches and figure out the best way to preserve the benefits while staying within the proposed health insurance budget increase.
Linda Huebner commented on her experience as an executive director of nonprofits in solving problems for the employees by purchasing insurance on exchange. There was a monthly stipend in exchange for health insurance and employees had personal choice on their insurance type based on their needs. The organization budgeted towards the deductible and it allowed for more flexibility.
Future Agenda Item: Move this topic to Old Business for a future meeting on July 1st, after the 2 hour webinar about Health insurance that will be on June 24.
- Research if other towns have used Acrisure.
OLD BUSINESS
End of year budget review- Outflow
Highway department one time payout
Identify the financial state that will be at year end assuming there aren’t any unexpected expenses. Patty Dow provided information updated through June 2nd, to determine if there’s a surplus at the end of the year and that can be found in the budget spreadsheet on the year-to-date spend column.
The budget spreadsheet shows a municipal subtotal balance on selectboard side on Row 107 and it shows a deficit on the municipal side of $91,734. A reason for this amount is Row 64 for Bridges. The determining factor is to assess the amount of cash that has been spent versus what has been received and the offset it creates. Another reason for the deficit is the payment to AS Clark for Pike Road as there is an offset from the FEMA grant that has yet to be incorporated in the spreadsheet. Grants received were $59k and still waiting for $35k from Vaughn Road. Christofferson will check in with Dow and see if there is a different way to list the total to show the net amount versus what’s currently listed.
Highway Department Expenditures spent to date is $182k and this is positive.
Edwards asked Dow what she anticipates from now until year end for spending and there is Property and Casualty insurance through VLCT for $28k.
Dow estimates to have $91k until the end of June which doesn’t suggest there is a surplus. Edwards discovered through the years that the spreadsheet doesn’t calculate self-funding accounts such as Lister and Zoning fees, donations, other fees and grants as shown on Page 17 of the town report. Christofferson said the NEMRC system will show all of this information and funding from all sources. The town also received $15,600 from the GMP lease.
The budget still assumes there will be a surplus but it needs to be designated for long term items. New VLCT legislature makes it easier for towns to create reserve funds. Christofferson clarified the $182k “surplus” was from the GMP reimbursement from what was billed to them for the use of road crew time, gravel and stone use, and equipment use.
Looking at the budget spreadsheet, P80 in the Balance column (rather than the reimbursement column) shows a $36k deficit spent through April 24, 2025 which suggests there is no surplus. Christofferson will go through the budget with Dow to confirm all sources.
Edwards noticed unexpected money coming in and hasn’t been designated such as $15,600 from the GMP lease. Christofferson said it should go back to the highway department as the check was written for the use of highway use. Edwards said the $182k was still unexpected and should be dispersed accordingly. If there isn’t a designation of funds, it goes to the general fund and the goal is to show intentions for the funds when they are received.
Hatch School Road Update
The box culvert bids were opened during December 2024 and there were 9 bidders. Fitzpatrick Excavating was awarded the bid with $182k with a start date indicated as June 1st, taking 2 weeks to complete and the road will be closed for this.
A series of permits are required to conduct this project such as a stream profile. Scott Jensen (Agency of Natural Resources Stream Engineer) would assist Fitzpatrick with doing the stream profile as Fitzpatrick hasn’t done one prior. The town filed a permit for the stream in February 2025. Fitzpatrick verbally said the project should be ready to start mid June. Jensen told Christofferson that Fitzpatrick is working with Ron Bell, who is an independent engineer. Marchegiani emailed Bell and he sent an invoice on May 19 to Fitzpatrick to do the engineering of the culvert. Bell hasn’t heard from Fitzpatrick since then.
Fitzpatrick told Christofferson that he accepts the bid but hasn’t sent a contract. Edwards will reach out to the town attorney on advice for continuing with this contractor and different options for contacting. A follow up email will be sent to the vendor as well.
ROW Permit processes with multiple parties involved
Edwards hasn’t heard back from Attorney Fisher and doesn’t have an update at this time.
Edwards reached out to Bob Teree after the last meeting to follow up with the next steps for this and will contact DVFiber.
HEARING OF VISITORS
Stephan Chait is looking for an update for the ROW permit for (Jefferson? What is the name). Edwards will reach out to them and inform them of the next steps and there hasn’t been progress on this at this time.
CORRESPONDENCE
Edwards had to complete a second notarized letter for Trustee of Public Funds that is different from the first.
194 Old Green River Road- Edwards will contact them.
APPROVAL OF PREVIOUS MEETING MINUTES
Pike made a motion to accept the meeting minutes from May 20, 2025 as amended. Ashcraft seconded. Motion carried 5-0.
Christofferson made a motion to accept the meeting minutes from May 29, 2025 as amended. Marchegiani seconded. Motion carried 5-0.
Grader Refurbishment Update Discussion:
Christofferson spoke about the refurbishment quote for the grader for which it hasn’t been received yet but is confirming the correct asking points to bring up to Milton Cat. The goal is to refurbish the grader as much as possible to make it last another 10 to 15 years. Refurbishment areas for the grader include hydraulics, central power train, and hoses. However, general metal fatigue can’t be calculated as it is wear and tear that will happen.
EXECUTIVE SESSION
No Executive Session was held.
SELECTBOARD ORDER
The Selectboard orders were signed and Pike read the aggregate amount for orders on June 3, 2025 for an order total of $12,352.50
ADJOURNMENT
Ashcraft made a motion to adjourn at 8:53pm
Pike seconded the motion
Motion passed 5-0
Respectfully submitted,
Emily Dow
Halifax Administrative Assistant
Recording Link:
https://youtu.be/iorKyuqyAZA