MINUTES
TOPSHAM SELECT BOARD MEETING
Monday, February 24, 2025
Present: James Bulger, Carl Hildebrandt, Jake Thompson, Bradford Calhoun and Tom Otterman (Select Board), Karen Walker (Town Clerk/Treasurer) and via Microsoft Teams Janice Emerson (Administrative Assistant)
Absent: Richard Sampson (Road Foreman)
Visitors: Megan Clark, Nancy Clark, Jim Clark, Donna Otterman, Peggy Welch and via Microsoft Teams Pat Plaisted
Meeting called to order at 7:00 pm.
Motion made by Tom Otterman and seconded by Jake Thompson to approve minutes from meeting of February 10, 2025. Passed unanimously.
VISITORS
Executive Session - Motion made by Tom Otterman and seconded by Carl Hildebrandt to go into executive session to discuss a legal issue and personnel. Passed unanimously. Peggy Welch was invited to join the session. Meeting adjourned to executive session from 7:02 pm to 7:30 pm. Peggy came out of the session at 7:25 pm.
Personnel – No action.
Legal Issue – Motion made by Tom Otterman and seconded by Carl Hildebrandt to commit to pay additional legal fees in connection with the septic system for the Community Hall.
HIGHWAY
Road Report – Brad Calhoun updated the Board on roadwork and equipment.
New Garage – Brad Calhoun updated the Board on the progress.
Audit Update – Karen Walker is working on gathering requested materials to send to the auditing firm.
Bond Update – Tom Otterman contacted the Bond attorney to find out if the bond loan could be used to reimburse funds already paid toward construction. He said it could if we have signed the Declaration of Official Intent to Reimburse, and we could go back 90 days from that date. Jake Thompson will work with Karen Walker to get signed copies of the May 13 packet to the Bond attorney.
Agency of Transportation Email – Brad Calhoun will get more information.
Overweight Permits – Motion made by Jake Thompson and seconded by Carl Hildebrandt to approve permits for Dead River Company and G. Stone Commercial. Passed unanimously.
GENERAL
Open Positions – There are three open positions, one Auditor and two NEKWMD Reps. If anyone is interested, please contact a member of the Select Board or call the Town Office.
Town Report – Donna Otterman updated the Board on the revisions needed. These will be handled at Town Meeting.
West Topsham Community Hall – Motion made by Tom Otterman and seconded by Jake Thompson for the Board to approve and sign the Scope of Work contract provided by Polly Allen, for required Architectural Historian services related to the Community Hall project, with the amendment to exclude the optional site visit because the Hall is inaccessible. Passed unanimously.
Motion made by Jake Thompson and seconded by Carl Hildebrandt for the Select Board to appoint Tom Otterman MAO (Municipal Authorized Officer) for the purposes of registering with the GEARS online administrative system, in order to initiate the Environmental Review of the Community Hall project. Passed unanimously.
Motion made by Tom Otterman and seconded by Jake Thompson to authorize Megan Clark to proceed with the RFP (request for proposals) for the Architect and Engineer design development and budget report phase of the Community Hall project, in cooperation with TRORC and the Preservation Trust of Vermont. Passed unanimously.
Motion made by Tom Otterman and seconded by Jake Thompson that the select board authorizes Megan Clark to pursue Congressionally Designated Spending USDA Rural Development grant money through Senator Peter Welch's office for FY 26. Passed unanimously.
Additionally, Megan Clark requested to put up a poster at Town Meeting with information and updates about the Community Hall project, which the Board approved.
F INANCIAL
The Board reviewed and signed Order #2504 in the amounts of $29,476.48 for accounts payable and $5,322.54 for payroll.
East Topsham Cemetery Miller CD – The Board authorized the Treasurer to renew the CD.
OTHER
Waits River Cemetery – Tom Otterman discussed the work needed for a road in the Waits River Cemetery. Motion made by Jake Thompson and seconded by Carl Hildebrandt for Tom to proceed with the bid process. Passed unanimously. Bids will be opened at the Select Board meeting at the end of April.
Planning Commission Questionnaire – A handout for Town Meeting was discussed.
Meeting adjourned at 8:18 pm.
Respectfully Submitted,
Janice Emerson
Administrative Assistant