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SELECT BOARD MEETING
.0 AGENDA
TOPSHAM SELECT BOARD MEETING
Monday, October 27, 2025
1. Approve Minutes – September 22
2. Visitors
3. Highway
Road Report
New Garage - Expenses/Funding
New Truck Finances
Cargill – Salt ($108.75 per ton)
4. General
Open Positions - NEKWMD Alternate Rep
West Topsham Community Hall
Use of Town Hall – Susan Miller for Bridal Shower Trash on Honey Corners Road
5. Correspondence
6. Financial
Review and Sign Order #2519
7. Other
PLANNING COMMISSION MEETING
Minutes for Topsham Planning Commission Meeting
Monday, October 6, 2025 @ 6:30 PM
Present: James Clark, Chair, Brad McAvoy, Donna Otterman, Judy Welch and Nick Milburn
Meeting was called to order at 6:30 PM.
Motion was made by Brad McAvoy and seconded by Judy Welch to approve the minutes for the meeting on September 2, 2025. All approved.
The next meeting will be on Monday, November 3rd at 6:30 PM at the town hall. TRORC will be there to talk about the Regional Future Land Use map for the Town of Topsham. Jim Clark will invite members of the Selectboard to attend.
After a discussion, a motion was made by James Clark and seconded by Donna Otterman to approve the following changes for future meetings:
To rotate the role of secretary. Each rotation will be for 2 consecutive meetings. Donna Otterman is on for the months of October and November.
Change the times of the meetings to 6:00 PM and meet every other month starting in January 2026 unless a meeting is necessary in an off month.
To hold meetings via Zoom beginning in January through April of 2026. In person meetings to resume in May at the town hall. All the above changes were approved.
Discussed the following items:
The proposed Town Energy Plan. Nick will review the plan to outline where adjustments can be made to condense it and still meet the energy goals set by the state.
The need for the town to be informed of any large-scale commercial development as to when/where it’s happening prior to the permitting state process. The administrative process of how to inform the Town of such development is still under discussion by the PC. One option mentioned was a permit granted by the PC or the Selectboard.
Having a building permit for residential development/improvements to existing residences to assist the listers in keeping the Grand List property values up to date following the townwide reappraisal.
All items would be brought before the Selectboard for discussion and for approval.
Meeting adjourned 7:24 PM.
Donna Otterman
SELECT BOARD MEETING
MINUTES
TOPSHAM SELECT BOARD MEETING
Monday, September 22, 2025
Present: James Bulger, Jake Thompson, Thomas Otterman and Carl Hildebrandt (Select Board), Karen Walker (Town Clerk/Treasurer) and via Microsoft Teams Janice Emerson (Administrative Assistant)
Absent: Bradford Calhoun and Richard Sampson (Road Foreman)
Visitors: Kristie Wadsworth, Matt Wadsworth, Charlie Williams, Amelia Evans, Nicholas Evans, Megan Clark, Jim Clark, Bill Johnson, Becky Christian, Donna Otterman, James Salinas, Carol Appleton and Heidi McNeill
Meeting called to order at 7:00 pm.
Motion made by Jake Thompson and seconded by Carl Hildebrandt to approve minutes from meeting of September 8, 2025. Passed unanimously.
VISITORS
Kristie Wadsworth discussed maintenance of Felch Road, a class 4 road, including plowing and access by emergency vehicles. The Board will discuss with Richie Sampson, Road Foreman.
HIGHWAY
Road Report – On behalf of Richie Sampson, Karen Walker updated the Board on roadwork and equipment.
New Garage – On behalf of Brad Calhoun, Karen Walker updated the Board on the building construction progress.
Bond Loan – Jake Thompson updated the Board. All information has been given to the bond bank and we are waiting for the money.
New Truck – Will be ready for pickup tomorrow.
Sale of Truck – Motion made by Carl Hildebrandt and seconded by Tom Otterman to accept offers on the 2008 blue Ford F550 one-ton truck. Passed unanimously. Megan Clark will list on the town website and on the Upper Valley Listserve.
Items on Time Line Bid Sheet – The last three items are reminders. Karen walker will handle the reports.
GENERAL
Open Position - NEKWMD Alternate. If anyone is interested, please contact the Town Office or a member of the Select Board.
West Topsham Community Hall – Megan Clark updated the Board on this project. Motion made by Jake Thompson and seconded by Tom Otterman to authorize Karen Walker to complete and sign the payment processing paperwork for the Animating Infrastructure Design Grant from VT Council of the Arts (w-9 and ACH direct payment info)
Discussion followed. Motion made, seconded and approved to amend the original motion to add authorizing Jim Bulger, Chair, to sign the Grant Agreement. Amended motion passed unanimously.
Tom Otterman updated the Board on the septic system and the well, and went over the site plan. The projects will be put out for bids. Motion made by Tom Otterman and seconded by Jake Thompson for Jim Bulger, Chair, to sign the waste water permit application. Passed unanimously.
Motion made by Jake Thompson and seconded by Jim Bulger to approve use of the Town Credit Card to pay the application fee of $306.25.
Animal Control Ordinance – Will be discussed at the next Board meeting.
CORRESPONDENCE
Opioid Settlement – Motion made by Tom Otterman and seconded by Jake Thompson to accept the settlement. Passed unanimously.
Building Communities Grant – Megan Clark will review.
FINANCIAL
The Board reviewed and signed Order #2517 in the amounts of $158,346.90 for accounts payable and $8,313.40 for payroll.
OTHER
Budget Committee – Motion made by Tom Otterman and seconded by Carl Hildebrandt to appoint Donna Otterman, Susan Hood, James Salinas, Janice Emerson and the Select Board as members of the Budget Committee. Passed unanimously.
The Select Board thanks Yvette Tomlinson and Susan Pratt for serving on the Budget Committee.
October 13 Board Meeting – Motion made by Carl Hildebrandt and seconded by Jake Thompson to cancel the Select Board Meeting scheduled for October 13 due to the Holiday. Passed unanimously.
Motion made by Jake Thompson and seconded by Carl Hildebrandt to adjourn. Passed unanimously. Meeting adjourned at 8:02 pm.
Respectfully Submitted,
Janice Emerson
Administrative Assistant
SELECT BOARD MEETING
MINUTES
TOPSHAM SELECT BOARD MEETING
Monday, September 8, 2025
Present: James Bulger, Jake Thompson, Bradford Calhoun, Thomas Otterman and Carl Hildebrandt (Select Board), Karen Walker (Town Clerk/Treasurer), Richard Sampson (Road Foreman) and via Microsoft Teams Janice Emerson (Administrative Assistant)
Visitors: Linda Buermeyer, Megan Clark, Jim Clark, Nancy Clark, Donna Otterman, John Hood, James Salinas, Dustin Downing and Leslie Frost
Meeting called to order at 7:00 pm.
Motion made by Jake Thompson and seconded by Carl Hildebrandt to approve minutes from meeting of August 28, 2025. Passed unanimously.
VISITORS
Jim Clark asked for a breakdown of expenses for the new Town Garage, including the firms that did the work, what the work entailed, how much they were paid, and where the money came from, to be available to all taxpayers.
HIGHWAY
Road Report – Richie Sampson updated the Board on roadwork and equipment. New Garage – Brad Calhoun updated the Board on the building construction progress.
Bond Loan – Jake Thompson updated the Board. All information requested has been given to the bond bank and we are waiting for the money.
Honey Corners Culvert – Brad Calhoun updated the Board on this project. We do not yet have a permit due to an issue with the size of the culvert. The grant will be changed to be used for a culvert on Ben Dexter Road. Motion made by Tom Otterman and seconded by Jake Thompson to authorize a payment of $90,000 to be taken from the Highway Fund to pay Camp Precast for the culvert. Passed unanimously.
Items on Time Line Bid Sheet – Janice will get information for the next meeting.
GMP Rate Increase – The Board reviewed.
GENERAL
Open Position - NEKWMD Alternate. If anyone is interested, please contact the Town Office or a member of the Select Board.
West Topsham Community Hall – Megan Clark updated the Board on this project.
Town Hall – Megan Clark discussed confining the scope of work to the furnace and insulating duct work. Motion made by Tom Otterman and seconded by Jake Thompson to authorize Megan Clark to submit the MERP Historical Review form, with the scope of work reduced to prevent a full historical review.
Ordinance Regarding Domestic Animals – Jake Thompson and Tom Otterman are working on updating our current Animal Control Ordinance to include a section on domestic animals. A draft will be ready for review at the next Board meeting.
Animal Control Officer Appointment Documents – Motion made by Tom Otterman and seconded by Jake Thompson to sign the documents. Passed unanimously.
Use of Town Hall – Motion made by Tom Otterman ans seconded by Carl Hildebrandt to approve use of the Town Hall for the Rummage Sale September 29 to October 15. Passed unanimously.
CORRESPONDENCE
Opioid Settlement – Will be discussed at the next Board meeting.
FINANCIAL
The Board reviewed and signed Order #2516 in the amounts of $24,574.25 for accounts payable and $7,947.54 for payroll.
OTHER
Budget Committee – The Board asked Donna Otterman to ask the individuals who served last year if they are willing to serve for another year. James Salinas is willing to serve if needed.
Annual Review – Reviews will be done in October for all employees.
Motion made by Jake Thompson and seconded by Carl Hildebrandt to adjourn. Passed unanimously. Meeting adjourned at 8:10 pm.
Respectfully Submitted,
Janice Emerson
Administrative Assistant
PLANNING COMMISSION
at the Town Office
AGENDA:
approve minutes of last meeting
elect a secretary
continued review of Topsham Energy Plan
SELECT BOARD MEETING
MINUTES
TOPSHAM SELECT BOARD MEETING
Monday, August 25, 2025
Present: James Bulger, Jake Thompson, Bradford Calhoun, Thomas Otterman and Carl Hildebrandt (Select Board), Karen Walker (Town Clerk/Treasurer), Richard Sampson (Road Foreman) and via Microsoft Teams Janice Emerson (Administrative Assistant)
Visitors: Kevin Ricker, Donna Otterman, Bill Johnson, Becky Christian, James Salina, Jim Clark and via Microsoft Teams Pat Plaisted
Meeting called to order at 7:01 pm.
Motion made by Jake Thompson and seconded by Tom Otterman to approve minutes from meeting of August 11, 2025. Passed unanimously.
HIGHWAY
Road Report – Richie Sampson updated the Board on roadwork and equipment. New Garage – Two bids were received for the interior framing.
Ricker Builders - $95,000
Hazen Hill Builders - - $59,500
Motion made by Jake Thompson and seconded by Carl Hildebrandt to accept the bid from Hazen Hill Builders. The motion did not pass. Jake Thompson and Carl Hildebrandt voted Yes. Brad Calhoun, Tom Otterman and Jim Bulger abstained. Discussion followed.
Motion made by Tom Otterman and seconded by Jim Bulger to re-vote. Passed unanimously.
Motion made by Jake Thompson and seconded by Carl Hildebrandt to accept the bid from Hazen Hill Builders. Passed by a vote of 4. Brad Calhoun abstained.
Tom Otterman thanked Kevin Ricker for submitting a bid.
Bond Loan – Karen Walker put together a copy of all invoices for all money spent on the new garage from April 1, 2024 to date and will add the bid amount for the interior framing which will bring the total to over $550,000.
Honey Corners Culvert – Brad Calhoun updated the Board on this project. He will be meeting with Logan Perron (AOT - District 7) on Wednesday, August 27.
Better Back Roads Grant Agreement - Motion made by Jake Thompson and seconded by Tom Otterman for Jim Bulger, Chair, to sign the Grant Agreement for 2026. Passed unanimously.
Stop or Yield Signs – Signs will be placed on Spooner Road, Harts Road and Galusha Hill Road.
Colby Road – Jim Bulger reported he request a received to reduce the speed limit on Colby Road. No action taken,.
GENERAL
Open Position - NEKWMD Alternate. If anyone is interested, please contact the Town Office or a member of the Select Board.
West Topsham Community Hall – Tom Otterman updated the Board on this project.
Ordinance Regarding Domestic Animals – Jake Thompson and Tom Otterman are working on updating our current Animal Control Ordinance to include a section on domestic animals. A draft will be ready for review at the next Board meeting.
VMERS (Retirement Plan) – The Board reviewed the increase.
Correspondence
Otterman & Allen - Macdonald Family Funds – The 2026 distribution will be $10,395.
Act 250 for Raven Ridge, LLC - The Board reviewed.
FINANCIAL
The Board reviewed and signed Order #2515 in the amounts of $ 174,971.54 for accounts payable and $7,886.82 for payroll.
OTHER
Flag Poles – The Board approved flag poles for
East Topsham Cemetery, Welch Road Cemetery and Waits River Cemetery.
Motion made by Jake Thompson and seconded by Tom Otterman to adjourn. Passed unanimously. Meeting adjourned at 8:20 pm.
Respectfully Submitted,
Janice Emerson
Administrative Assistant
SELECT BOARD MEETING
MINUTES
TOPSHAM SELECT BOARD MEETING
Monday, July 28, 2025
Present: James Bulger, Jake Thompson, Bradford Calhoun, Thomas Otterman and Carl Hildebrandt (Select Board), Karen Walker (Town Clerk/Treasurer), Richard Sampson (Road Foreman) and via phone Janice Emerson (Administrative Assistant)
Visitors: Wendell and Tina Downing, Donna Otterman, Dyani Hazlett, Jim Clark and via Microsoft Teams Pat Plaisted
Meeting called to order at 7:00 pm.
Motion made by Jake Thompson and seconded by Brad Calhoun to approve minutes from meeting of July 14, 2025. Passed unanimously.
HIGHWAY
Road Report – Richie Sampson updated the Board on roadwork and equipment.
New Garage – Brad Calhoun updated the Board on the building construction progress. Motion made by Jake Thompson and seconded by Carl Hildebrandt to put interior framing work out for bids. Passed unanimously.
Bond Loan – The closing date for the bond loan is August 7, 2025.
LHMP (Local Hazard Mitigation Plan) – The update is in progess.
Honey Corners Culvert – Brad Calhoun updated the Board on this project. We are still waiting for the permit. There is discussion regarding the size of the culvert. Brad will contact Bob Townsend to help move this along so work can start on September 1.
Welch Road – Motion mad by Tom Otterman and second by Jake Thompson to lower the speed limit on Welch Road to 25 mph. Passed unanimously.
WEC Permit - Motion made by Tom Otterman and seconded by Jake Thompson to approve the request from WEC for a permit to run a line up Ben Dexter Road from Willey Hill Road. Passed unanimously.
Swamp Road Ditching - Two bids were received.
Sidney Smith Trucking - $9,500
Fulford’s Excavation - $13,840
Motion made by Tom Otterman and seconded by Jake Thompson to award the job to Fulford’s Excavation. Passed unanimously.
Ricker’s Excavation did not submit a bid due to a full work schedule, but would like to be considered for future projects.
Overweight Permits - Motion made by Tom Otterman and seconded by Jake Thompson to approve a permit for McElwain Contracting. Passed unanimously.
GENERAL
Open Position - NEKWMD Alternate and two Planning Commission members. If anyone is interested, please contact the Town Office or a member of the Select Board.
West Topsham Community Hall – Motion made by Jake Thompson and seconded by Tom Otterman for Jim Bulger, Chair, to sign a letter stating the Town will be pay for all permits and legal costs in connection with putting the septic system on the neighbors property. Passed unanimously.
911 Address on Willey Hill Road – Decision made to leave the two addresses as is for now. Karen Walker will draft a letter to be sent to the two residents involved.
Animal Issue – An animal issue regarding a herd of goats destroying a garden was discussed. The animal owner was fined $600.
Ordinance Regarding Domestic Animals – Jake Thompson will coordinate updating our current Animal Control Ordinance.
CORRESPONDENCE
TRORC Thank Your for Dues – The Board reviewed.
FINANCIAL
The Board reviewed and signed Order #2513 in the amounts of $67,828.34 for accounts payable and $7,719.47 for payroll.
Hood Funds – Motion made by Jake Thompson and seconded by Tom Otterman to sign the Municipal Account Certificate Form to open an account with Edward Jones. Passed unanimously. Motion made by Jake Thompson and seconded by Tom Otterman to adjourn. Passed unanimously. Meeting adjourned at 8:20 pm.
Respectfully Submitted,
Janice Emerson
Administrative Assistant
SELECT BOARD MEETING
AGENDA
TOPSHAM SELECT BOARD MEETING
Monday, July 14, 2025
1. Approve Minutes – June 23
2. Visitors
3. Highway
Road Report
New Garage
Bond Update
Local Hazard Mitigation Plan
Ho
Grants-in-Aid
Overweight Permits
Consolidated Commercial
Beaconz
4. General
Open Positions
NEKWMD Alternate Rep
Two Planning Commission
West Topsham Community Hall
911 Addresses on Willey Hill
Use of Town Hall – Memorial Service for Jim Vance on August 3
5. Correspondence
Bridge Work in East Corinth July 21
6. Financial
Review and Sign Order #2512
Hood Funds – Town Investment Policy
7. Other
Tax Rate
SELECT BOARD MEETING
MINUTES
TOPSHAM SELECT BOARD MEETING
Monday, June 23, 2025
Present: James Bulger, Jake Thompson, Tom Otterman and Carl Hildebrandt (Select Board), Karen Walker (Town Clerk/Treasurer), Richard Sampson (Road Foreman) and via Microsoft Teams Janice Emerson (Administrative Assistant)
Absent: Bradford Calhoun
Visitors: Donna Otterman, James Salina, Nick Milburn, Jim Clark, Nancy Clark, Megan Clark and via Microsoft Teams Pat Plaisted and Heidi McNeill
Meeting called to order at 7:00 pm.
Motion made by Tom Otterman and seconded by Jake Thompson to approve minutes from meeting of June 9, 2025. Passed unanimously.
HIGHWAY
Road Report – Richie Sampson updated the Board on roadwork and equipment.
New Garage – Jake Thompson updated the Board on the bond loan.
New Truck – The cost of the new truck is $266,844 with a trade-in of $15,000. We will lease for five years with option to buy for $1 at the end of the five year lease as we have done in the past.
Motion made by Jake Thompson and seconded by Tom Otterman to proceed with the purchase. Passed unanimously.
Grader Repairs – Motion made by Tom Otterman and seconded by Carl Hildebrandt to authorize Richie Sampson to proceed with necessary repairs on the grader. Passed unanimously.
Roadside Mowing and Brush Cutting – Two bids were received.
Rainbow Ridge Farm - $65.00 per hour
Mike’s Mowing, LLC -$115.00 per hour
Motion made by Tom Otterman and seconded by Carl Hildebrandt to accept the bid from Rainbow Ridge Farm. Passed unanimously.
GENERAL
Open Position - NEKWMD Alternate and two Planning Commission members. If anyone is interested, please contact the Town Office or a member of the Select Board.
West Topsham Community Hall – Tom Otterman and Megan Clark updated the Board on this project.
911 Address on Willey Hill Road – Two 911 addresses on Willey Hill Road are out of sequence and should be corrected in case emergency vehicles need to find them. Karen Walker will contact residents involved.
Town Plan – Nick Milburn discussed changes needed in the Energy Section of the Town Plan. The Board suggested the Planning Commission review the draft before it is given to the Board.
CORRESPONDENCE
Nancy Frost reported that many stones in the Eat Topsham and Waits River Cemeteries need repair. Jim Bulger will contact Nancy to get more information.
FINANCIAL
The Board reviewed and signed Order #2510 in the amounts of $31,505.91 for accounts payable and $7,587.61 for payroll.
Hood Funds – Scott Rizzo (Edward Jones) needs a copy of Topsham’s Investment Policy before his firm can proceed. Karen Walker has prepared a draft and will email a copy to the Board.
Reappraisal Fund CD – Motion made by Tom Otterman and seconded by Jake Thompson to take out $40,000 and renew the balance for six months. Passed unanimously.
Town Picnic– Motion made by Jake Thompson and seconded by Carl Hildebrandt to approve $1,245.64 to rent a tent, table and chairs for the town picnic on August 17. Passed unanimously.
Meeting adjourned at 8:22 pm.
Respectfully Submitted,
Janice Emerson
Administrative Assistant
SELECT BOARD MEETING
MINUTES
TOPSHAM SELECT BOARD MEETING
Monday, June 9, 2025
Present: James Bulger, Jake Thompson, Tom Otterman and Carl Hildebrandt (Select Board), Karen Walker (Town Clerk/Treasurer), Richard Sampson (Road Foreman) and via Microsoft Teams Janice Emerson (Administrative Assistant)
Absent: Bradford Calhoun
Visitors: Jim Clark, Nancy Clark, Bill Johnson, Becky Christian, John Hood, Carol Appleton, Tim Cramer (Blaktop) and Nigel Friend (Pike Industries)
Meeting called to order at 7:00 pm.
Motion made by Jake Thompson and seconded by Carl Hildebrandt to approve minutes from meeting of May 12, 2025. Passed unanimously.
HIGHWAY
Road Report – Richie Sampson updated the Board on roadwork and equipment. New Garage – No report.
Audit Update – Jake Thompson updated the Board on the Audit.
Bond Update - Jake Thompson updated the Board. The application was submitted on the May 19 due date. He answered additional questions and furnished additional information.
Agency of Transportation Letter Regarding Project24d004 – Motion made by Jake Thompson and seconded by Tom Otterman to check the box which states, “Lacking sufficient evidence, the municipality of Topsham claims a statutory 3 rod right of way.” Passed unanimously.
New Truck Financing – Discussed leasing with option to buy for $1 as we have done in the past.
VT Council of Rural Development – Motion made by Tom Otterman and seconded by Jake Thompson to nominate Megan Clark and Greg Tilton to attend the leadership summit meeting on August 11. Passed unanimously.
Roadside Mowing and Brush Cutting – Richie Sampson will handle.
Paving Bids – Two bids were received.
Blaktop - $111,497.10
Pike Industries - $112,236.75
Motion made by Carl Hildebrandt and seconded by Tom Otterman to accept the lowest bid, from Blaktop. Passed unanimously.
GENERAL
Open Position - NEKWMD Alternate and two Planning Commission members. If anyone is interested, please contact the Town Office or a member of the Select Board.
West Topsham Community Hall - Tom Otterman discussed putting the septic system on the Community Hall property instead of on the neighbor’s property. Motion made by Jake Thompson and seconded by Carl Hildebrandt to proceed with putting the septic on the Community Hall property.
FINANCIAL
The Board reviewed and signed Order #2509 in the amounts of $83,628.74 for accounts payable and $16,298.57 for payroll.
Hood Funds – Will be discussed at the next Board meeting.
John Hood, Lister, discussed the change in how utilities are assessed and the impact on small towns.
NEMRC – Currently our lister information is on NEMRC. John Hood discussed moving it to their cloud service. Motion made by Tom Otterman and seconded by Carl Hildebrandt to move the database to the cloud for a set-up fee of $750.00 and a user fee of $100.00 per month. Passed unanimously.
OTHER
Executive Session – Motion made by Jake Thompson and seconded by Carl Hildebrandt to go into executive session to discuss a legal matter. Passed unanimously. John Hood was invited to join the session. Meeting adjourned to executive session from 7:51 pm to 8:03 pm. No action taken.
Meeting adjourned at 8:04 pm.
Respectfully Submitted,
Janice Emerson
Administrative Assistant
SELECT BOARD MEETING
MINUTES
TOPSHAM SELECT BOARD MEETING
Monday, May 12, 2025
Present: Jake Thompson, Bradford Calhoun, Tom Otterman and Carl Hildebrandt (Select Board), Karen Walker (Town Clerk/Treasurer), Richard Sampson (Road Foreman) and via Microsoft Teams Janice Emerson (Administrative Assistant)
Absent: James Bulger
Visitors: Jim Clark, Nancy Clark, Bill Johnson, Becky Christian, Donna Otterman, Peggy Welch and Scott Rizzo (Edward Jones)
Meeting called to order at 7:00 pm.
Motion made by Tom Otterman and seconded by Carl Hildebrandt to appoint Jake Thompson to act as Chair in Jim Bulger’s absence. Passed unanimously.
Motion made by Brad Calhoun and seconded by Carl Hildebrandt to approve minutes from meeting of April 28, 2025. Passed unanimously.
VISITORS
Scott Rizzo (Edward Jones) – Scott discuss three types of investment accounts and the fees. The Board will consider this information in making a decision regarding investment of the Hood Funds.
HIGHWAY
Road Report – Richie Sampson updated the Board on roadwork and equipment. New Garage – Brad Calhoun updated the Board on the building construction progress.
Audit Update – Jake Thompson updated the Board on the Audit. The draft audit has been completed and reviewed. Jake will get the final audit.
Bond Update - Jake Thompson reported 70% of the application is done. It is due May 19. He will work with Brad to determine the loan amount and will email the Board the completed application for comment/approval before submitting it.
GENERAL
Open Position - NEKWMD Alternate and two Planning Commission members
West Topsham Community Hall – Motion made by Tom Otterman and seconded by Carl Hildebrandt to allow Megan Clark to proceed with the RFP for architectural services for the Community Hall. Passed unanimously.
Town Hall Mowing – Motion made by Tom Otterman and seconded by Brad Calhoun to sign a one year contract with Chase Bruce to mow around the Town Hall for $30 per mowing. Passed unanimously.
FINANCIAL
The Board reviewed and signed Order #2509 in the amounts of $45,497.05 for accounts payable and $7,747.24 for payroll.
OTHER
Motion made by Tom Otterman and seconded by Carl Hildebrandt to cancel the Select Board Meeting scheduled for May 26, 2025 due to the holiday. Passed unanimously.
Meeting adjourned at 7:53 pm.
Respectfully Submitted,
Janice Emerson
Administrative Assistant
SELECT BOARD MEETING
MINUTES
TOPSHAM SELECT BOARD MEETING
Monday, April 24, 2025
Present: James Bulger, Jake Thompson, Bradford Calhoun, Tom Otterman and Carl Hildebrandt (Select Board), Karen Walker (Town Clerk/Treasurer) and via Microsoft Teams Janice Emerson (Administrative Assistant)
Absent: Richard Sampson (Road Foreman)
Visitors: Jim Clark, Nancy Clark, Megan Clark, Carol Appleton, John Hood, James Salina, Pastor Jesse Beebe and via Microsoft Teams Smith
Meeting called to order at 7:00 pm.
Motion made by Tom Otterman and seconded by Jake Thompson to approve minutes from meeting of April 14, 2025. Passed unanimously.
VISITORS
Pastor Jesse Beebe discussed the lack of housing in the Topsham area. Building a housing unit behind the West Topsham Church is being considered and he had questions regarding water and septic. This is no longer handled by the Towns. He was given a name and phone number of a contact person at the Agency of Natural Resources.
HIGHWAY
Road Report – Brad Calhoun updated the Board on roadwork and equipment.
New Garage – Brad Calhoun updated the Board on the building construction progress. The prices for gates are:
New Garage - $2,391
Sand Pit - $3,829
Transfer Station - $2,781
Motion made by Carl Hildebrandt and seconded by Jake Thompson to purchase gates for the new garage and the sand pit. Passed unanimously.
Audit Update – Karen Walker has provided the Auditing Firm with all information requested.
Bond Update – Jake Thompson is working on the application. It is due May 19. He will contact the banks with a few more questions.
Overweight Permits – Motion made by Tom Otterman and seconded by Jake Thompson to approve a permit for Limlaw Chipping & Land Clearing. Passed unanimously.
GENERAL
Open Position - NEKWMD Alternate and two Planning Commission members
Animal Control Officer - Motion made by Tom Otterman and seconded by Carl Hildebrandt to appoint Dyani Hazlett as Animal Control Officer. Passed unanimously. She will be given a copy of the state Animal Control Handbook and a copy of the town Animal Control Ordinance.
West Topsham Community Hall –Megan Clark updated the Board on this project.
Motion made by Tom Otterman and seconded by Jake Thompson to transfer the $86,400 voted at Town Meeting to the Community Hall Reserve Fund. Passed unanimously.
Cemetery Mowing Contract -Jim Bulger, Chair signed the three-year contract with C & A Lawn Care as voted at the April 14 Board meeting.
Waits River Cemetery Work – Three bids were received
Ricker’s Excavation - $13,225
Fulford Excavation - $12,262
DPM 4 Season Care - $ 8,920
Motion made by Tom Otterman and seconded by Brad Calhoun to award the job to DPM 4 Season Care. Passed unanimously.
Use of Town Hall -Motion made by Brad Calhoun and seconded by Jake Thompson to approve use of the Town Hall on May 30 for a Celebration of Life for Winnie Walker. Passed unanimously.
CORRESPONDENCE
Animal Issue – A complaint was received regarding cattle roaming freely off the owner’s property. Jim Bulger will handle.
Act 250 – The Board reviewed an application for a campsite on Powder Spring/Clark’s Crossroad.
FINANCIAL
The Board reviewed and signed Order #2508 in the amounts of $10,352.12 for accounts payable and $8,808.50 for payroll.
Hood Fund Reinvestment – An investment representative will be invited to attend a Board meeting and VLCT will be contacted for information regarding investment of municipal funds.
OTHER
Cindy Flannigan requested to continue work on the Memorial Day Celebration and on the Town Picnic. The Board approved.
Meeting adjourned at 8:11 pm.
Respectfully Submitted,
Janice Emerson
Administrative Assistant
SELECT BOARD MEETING
MINUTES
TOPSHAM SELECT BOARD MEETING
Monday, April 14, 2025
Present: James Bulger, Jake Thompson, Bradford Calhoun, Tom Otterman and Carl Hildebrandt (Select Board), Karen Walker (Town Clerk/Treasurer) and via Microsoft Teams Janice Emerson (Administrative Assistant)
Absent: Richard Sampson (Road Foreman)
Visitors: Jim Clark, Nancy Clark, Megan Clark, Donna Otterman, Carol Appleton, John Hood, Roger Vance and Linda Buermeyer
Meeting called to order at 7:00 pm.
Motion made by Jake Thompson and seconded by Carl Hildebrandt to approve minutes from meeting of March 24, 2025. Passed unanimously.
VISITORS
Roger Vance – Roger requested signs to be put by the recycling dumpsters to help keep traffic flowing.
John Hood - John discussed two large trees in the Town Row that need to be removed and asked if the Town would pay half the cost of removal. Motion made by Brad Calhoun and seconded by Jake Thompson for the Town to pay for the removal of one tree. Passed unanimously.
HIGHWAY
Road Report – Brad Calhoun updated the Board on roadwork and equipment.
New Garage – Brad Calhoun updated the Board on the building construction progress. Brad is getting prices for gates for the new garage, the sand pit on Rte 302 and the Transfer Station.
Audit Update – Karen Walker reported she has provided the Auditing Firm with all material requested.
Bond Update – Jake Thompson has started work on the application and has sent a few questions to the bond bank.
Honey Corners Culvert - Brad Calhoun reported this project is moving forward.
Grants-In-Aid – Motion made by Jake Thompson and seconded by Carl Hildebrandt to sign the Letter of Intent. Passed unanimously.
Overweight Permits – Motion made by Tom Otterman and seconded by Jake Thompson to approve permits for W B & R L Martin Quarry, Kennedy Excavation, Amerigas, Structural Wood Corp, Superior Plus Energy, Chief Logging and Chipping, Chief Crushing & Excavation, Cornwall Excavation and Eastern Propane. Passed unanimously.
GENERAL
Open Position – NEKWMD Alternate.
Animal Control Officer - A third person has expressed an interest in this position. Jim Bulger will contact the individual for an interview.
West Topsham Community Hall – Tom Otterman and Megan Clark updated the Board on this project.
Motion made by Tom Otterman and seconded by Jake Thompson to approve and sign the amended grant agreement for the MERP Implementation Grant. Passed unanimously.
Cemetery Mowing – One bid was received. Motion made by Carl Hildebrandt and seconded by Tom Otterman to accept the bid for a three- year contract with C & A Lawn Care. Passed unanimously.
Use of Town Hall -Motion made by Brad Calhoun and seconded by Jake Thompson to approve use of the Town Hall April 28 to May 13 for the rummage sale. Passed unanimously.
CORRESPONDENCE
Valley News Request for Video or Audio of March Town Meeting - Not available.
FINANCIAL
The Board reviewed and signed Order #2506 in the amounts of $50,695.63 for accounts payable and $15,781.22 for payroll.
Hood Fund Reinvestment – Wells Fargo no longer handles municipal funds.
Goldman Sachs Asset Management – Karen Walker will get information from this and other investment firms to reinvest the Hood Funds. She will email the information to the Board.
Meeting adjourned at 7:50pm.
Respectfully Submitted,
Janice Emerson
Administrative Assistant
SELECT BOARD MEETING
MINUTES
TOPSHAM SELECT BOARD MEETING
Monday, March 24, 2025
Present: James Bulger, Jake Thompson, Bradford Calhoun, Tom Otterman and Carl Hildebrandt (Select Board), Karen Walker (Town Clerk/Treasurer), Richard Sampson (Road Foreman) and via Microsoft Teams Janice Emerson (Administrative Assistant)
Visitors: Donna Otterman, Carol Appleton, John Hood, Peggy Welch, James Salina, Roger Vance and via Microsoft Teams Jim Clark, Hank Buermeyer and Dev Emch.
Meeting called to order at 7:03 pm.
Motion made by Tom Otterman and seconded by Jake Thompson to approve minutes from meeting of March 10, 2025. Passed unanimously.
Executive Session - Motion made by Tom Otterman and seconded by Jake Thompson to go into executive session to discuss a legal issue and personnel. Passed unanimously. John Hood was invited to join a portion of the session. Meeting adjourned to executive session from 7:09 pm to 7:32 pm.
Legal Issue – Motion made by Tom Otterman and seconded by Jake Thompson to authorize John Hood, Lister, to seek legal counsel on a land use mapping issue. Passed unanimously.
Personnel – A letter from a non-resident was reviewed and will be placed on file. Jim Bulger contacted a game warden.
HIGHWAY
Road Report – Richie Sampson updated the Board on roadwork and equipment. New Garage – Brad Calhoun updated the Board on the building construction progress.
Audit Update – Karen Walker reported the auditing firm is very pleased with the information provided. They are working on the audit and are on track.
Bond Update – Jake Thompson will contact the Bond Attorney regarding the application and timelines.
Better Back Roads Grant – Motion made by Brad Calhoun and seconded by Jake Thompson to sign. Passed unanimously.
VTrans Packet - Brad Calhoun will handle. Brad is meeting with Logan (VTrans Rep) on Friday.
Certificate of Compliance for Town
Road and Bridge Standards – Motion made by Brad Calhoun and seconded by Jake Thompson to sign. Passed unanimously.
Overweight Permits – Motion made by Carl Hildebrandt and seconded by Jake Thompson to approve permits for Feed Commodities, North Woods Excavating, Irving Oil, Camp Precast Concrete, Structure R B R, Barrett Trucking, Suburban Propane, and Sidney Smith Trucking. Passed unanimously.
GENERAL
Appointment of Town Officers – Motion made by Jake Thompson and seconded by Carl Hildebrandt to appoint the individuals as shown on the attached sheet. Passed unanimously.
Jake Thompson was appointed as NEKWMD Rep.
Open Position – NEKWMD Alternate.
Animal Control Officer - Motion made by Tom Otterman and seconded by Carl Hildebrandt to wait on appointing an ACO. Passed unanimously.
West Topsham Community Hall – Tom Otterman update the Board on this project.
Liquor and Tobacco License – Motion made by Jake Thompson and seconded by Carl Hildebrandt to approve licenses for Gramp’s Country Store and Waits River Country Store. Passed unanimously.
Cemeteries – Jim Bulger discussed the fencing and headstone work needed at the East Topsham Cemetery with Tom Flannigan. Work is currently being done on the gate. Tom Flannigan will provide a list and the cost of additional work need to be done.
Waits River Cemetery – Motion made by Jake Thompson and seconded by Carl Hildebrandt for Tom Otterman to put an ad in the Journal Opinion to get bids on the Waits River Cemetery improvements. Passed unanimously.
The Board approved Tom Flannigan continuing as Sexton for the East Topsham and Welch Road Cemeteries and for Tom Otterman to continue as Sexton for the Waits River Cemetery.
Transfer Station - The Board discussed ways to better regulate the transfer station, including the possibility of adding a new gate, issuing new permit cards, and a Select Board member doing random permit checks. They also discussed the timeline for acquiring the metal dumpster for this year. It is not available yet and so no metal should be left until it is in place. Roger Vance described a recent incident with a discarded robot vacuum cleaner causing a fire at another Casella site and issued a reminder that anything containing batteries is not allowed.
F INANCIAL
The Board reviewed and signed Order #2506 in the amounts of $71,267.27 for accounts payable and $9,133.52 for payroll.
Welch Road Cemetery CD – Motion made by Tom Otterman and seconded by Jake Thompson to renew for one year. Passed unanimously.
Wells River Savings Bank Checking Account – Motion made by Jake Thompson and seconded by Tom Otterman to authorize the Town Treasurer to close the checking account and open a savings account. Passed unanimously.
Motion made by Tom Otterman and seconded by Jake Thompson to pay $700 for reappraisal preparation. Passed unanimously.
OTHER
The Town Office will be closed on Tuesday, April 8, 2025 for training.
Meeting adjourned at 8:19pm.
Respectfully Submitted,
Janice Emerson
Administrative Assistant
SELECT BOARD MEETING
MINUTES
TOPSHAM SELECT BOARD MEETING
Monday, March 10, 2025
Present: James Bulger, Jake Thompson, Bradford Calhoun, Tom Otterman and Carl Hildebrandt (Select Board), Karen Walker (Town Clerk/Treasurer), Richard Sampson (Road Foreman) and via Microsoft Teams Janice Emerson (Administrative Assistant)
Visitors: Donna Otterman, Carol Appleton, John Hood, Peggy Welch, James Salina and via Microsoft Teams Pat Plaisted
Meeting called to order at 7:03 pm.
Motion made by Jake Thompson and seconded by Carl Hildebrandt to approve minutes from meeting of February 24, 2025. Passed unanimously.
Motion made by Tom Otterman to elect Carl Hildebrandt as Board Chair. Carl declined. Motion made by Carl Hildebrandt and seconded by Jake Thompson to elect Jim Bulger as Board Chair. Passed unanimously.
Motion made by Jake Thompson and seconded by Brad Calhoun for the Board meetings to continue to be held the second and fourth Monday of the month, starting at 7:00 pm. Passed unanimously.
HIGHWAY
Road Report – Richie Sampson updated the Board on roadwork and equipment.
Road Liaison- Motion made by Jake Thompson and seconded by Carl Hildebrandt to appoint Brad Calhoun as Road Liaison. Passed unanimously.
New Garage – Brad Calhoun updated the Board on the building construction progress.
Audit Update – Karen Walker reported approximately 90% of the material requested has been provided to the auditing firm.
Bond Update – Jake Thompson reported a signed copy of the Declaration of Official Intent to Reimburse and other material from the May 13 packet has been sent to the Bond Attorney.
Highway and Bridge Weight Restrictions – Motion made by Tom Otterman and seconded by Brad Calhoun to post all of Powder Spring Road to the Groton Town Line, all of Topsham Corinth Road to the Corinth Town Line and all of Willa Hill Road with a weight limit from March 11, 2025 to May 15, 2025. Passed unanimously.
Overweight Permits – Motion made by Tom Otterman and seconded by Carl Hildebrandt to approve permits for R. K. Miles, Bethel Mills, VELCO, N. A. Manosh, Pike Industries, Connecticut Valley Trucking, Sargent Artisan Wells, S D. Ireland, Thomson Fuels and
Wind River Environmental.
Passed unanimously.
GENERA
Resignation – With regret, motion made by Tom Otterman and seconded by Jake Thompson to accept Polly Stryker’s resignation as a member of the Planning Commission. Passed unanimously. The Board thanks Polly for her many years of service as a member of the Planning Commission.
John Hood advised the Board he is not interested in serving another term on the Planning Commission. The Board thanked him for service as a member of the Planning Commission.
Hank Buermeyer advised the Board he sent a letter of resignation as a member of the Planning Commission. The Board thanks him for his service as a member of the Planning Commission
Appointment of Town Officers – The Board asked Janice Emerson to contact the individuals who served last year to ask if they are willing to serve another term.
Administrative Assistant – Notion made by Brad Calhoun and seconded by Carl Hildebrandt to appoint Janice Emerson as Administrative Assistant to the Select Board. Passed unanimously.
Open Positions – The Board discussed the open positions for two NEKWMD Rep. West Topsham Community Hall – Tom Otterman update the Board on this project.
CORRESPONDENCE
VLCT – Upcoming Event on Grants – The Board reviewed.
East Topsham Cemetery - Louise Dodge notified the Board some of the fencing and some stones need work. Jim Bulger will discuss with Tom Flannigan.
F INANCIAL
The Board reviewed and signed Order #2504 in the amounts of $62,917.35 for accounts payable and $11,720.90 for payroll.
Lister Hourly Rate of Pay – Motion made by Tom Otterman and seconded by Jake Thompson to increase the rate of pay for all listers to $18.00 per hour. Passed unanimously.
Training Workshops – Motion made by Tom Otterman and seconded by Carl Hildebrandt to pay the cost for all Town Officials who wish to attend workshops/conferences related to their work as an Official of the Town. Passed unanimously.
Motion made by Tom Otterman and seconded by Carl Hildebrandt to authorize the Town Treasurer to make payroll and payroll related payments, make payment to receive discounts, refund tax over payments, issue checks for tax sale redemptions, pay motor vehicle registration fees to the State and make payments for postage to the East Corinth Postmaster, as needed throughout the year. Passed unanimously.
Motion made by Tom Otterman and seconded by Carl Hildebrandt to authorize the Town Treasurer to redeem and renew CDs as necessary in the best interests of the town throughout the year and provide notice to the Select Board prior to action. Passed unanimously.
OTHER
The Board discussed and updated Projects and Goals for 2025 and Time Line for Bids.
Meeting adjourned at 7:54 pm.
Respectfully Submitted,
Janice Emerson
Administrative Assistant
SELECT BOARD MEETING
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
SELECT BOARD MEETING
MINUTES
TOPSHAM SELECT BOARD MEETING
Monday, February 10, 2025
Present: James Bulger, Jake Thompson and Tom Otterman (Select Board), Karen Walker (Town Clerk/Treasurer), Richard Sampson (Road Foreman) and via phone Janice Emerson (Administrative Assistant)
Absent: Bradford Calhoun and Carl Hildebrandt
Visitors: Megan Clark, Bill Johnson, Becky Christian, James Salina, Donna Otterman, Peggy Welch, Carol Appleton, Heidi McNeill and John Hood
Meeting called to order at 7:00 pm.
Motion made by Tom Otterman and seconded by Jake Thompson to approve minutes from meetings of January 27, 2025 and January 30, 2025. Passed unanimously.
VISITORS
Executive Session - Motion made by Tom Otterman and seconded by Jake Thompson to go into executive session to discuss personnel. Passed unanimously. Carol Appleton was invited to join the session. Meeting adjourned to executive session from 7:05 pm to 7:17 pm. No action.
Donna Otterman – At the January 13 meeting, Donna suggested and the Board agreed to store the history books at the West Topsham Community Hall. After more research it was agreed the books should not be stored in an unheated building. Motion made by Tom Otterman and seconded by Jake Thompson to offer the books for sale by donation. Passed unanimously.
HIGHWAY
Road Report – Richie Sampson updated the Board on roadwork and equipment. The Board approved hiring Jeff Smith part-time as needed at $25.00 per hour.
New Garage – The Board discussed whether the bond loan could be used to reimburse funds already paid toward construction. Tom Otterman will contact the bond attorney.
Agency of Transportation Email – Will be referred to to Brad Calhoun for input.
Overweight Permits – Motion made by Jake Thompson and seconded by Tom Otterman to approve a permit for Austin Construction. 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.
West Topsham Community Hall – Motion made by Tom Otterman and seconded by Jake Thompson for Megan Clark to create a sub-page on the town website for updates and documents related to the Community Hall Project, and also to proceed with pre-application steps for the Northern Borders Regional Commission Catalyst Program Infrastructure Grant. Passed unanimously.
Motion made by Jake Thompson and seconded by Tom Otterman for Megan Clark to pursue grants through the VT Arts Council and the VT Community Foundation. Passed unanimously.
MERP – Motion made by Tom Otterman and seconded by Jake Thompson for the chair to sign the hardship letter. Passed unanimously.
Parcel Mapping Contract -Motion made by Tom Otterman and seconded by Jake Thompson to sign the contract. Passed unanimously. The price is $2500.
No Appeal or Suit Pending Against the Grand List – Motion made by Jake Thompson and seconded by Tom Otterman to approve and sign. Passed unanimously.
F INANCIAL
The Board reviewed and signed Order #2503 in the amounts of $333,590.85 for accounts payable and $4,494.05 for payroll.
OTHER
Executive Session - Motion made by Jake Thompson and seconded by Tom Otterman to go into executive session to discuss personnel. Passed unanimously. Karen Walker was invited to join the session. Meeting adjourned to executive session from 8:00 pm to 8:05 pm. No action.
Meeting adjourned at 8:06 pm.
Respectfully Submitted,
Janice Emerson
Administrative Assistant
PLANNING COMMISSION MEETING
CANCELLED FOR LACK OF QUORUM
agenda:
review correspondence between town of Pomfret and TRORC
other
SPECIAL SELECT BOARD MEETING
MINUTES
TOPSHAM SELECT BOARD SPECIAL MEETING
Thursday, January 30, 2025
Present: Carl Hildebrandt, Jake Thompson and Thomas Otterman, (Select Board), Karen Walker (Town Clerk/Treasurer) and via Microsoft Teams Janice Emerson (Administrative Assistant)
Absent: James Bulger and Bradford Calhoun
Visitors: Donna Otterman
Meeting called to order at 6:19 pm.
Motion made by Tom Otterman and seconded by Carl Hildebrandt to appoint Jake Thompson to act as Chair in Jim Bulger’s absence. Passed unanimously.
Town Meeting Warning – The Warning was reviewed and finalized. Motion made by Tom Otterman and seconded by Carl Hildebrandt to approve and sign the Warning for Town Meeting. Passed unanimously.
Meeting adjourned at 6:37 pm.
Respectfully Submitted,
Janice Emerson
Administrative Assistant
SELECT BOARD MEETING
MINUTES
TOPSHAM SELECT BOARD MEETING
Monday, January 27, 2025
Present: Carl Hildebrandt, Jake Thompson, Bradford Calhoun and Tom Otterman (Select Board), Karen Walker (Town Clerk/Treasurer), Richard Sampson (Road Foreman) and via Microsoft Teams Janice Emerson (Administrative Assistant)
Absent: James Bulger
Visitors: Megan Clark, Bill Johnson, Becky Christian, James Salina, Donna Otterman, Peggy Welch, Carol Appleton, Heidi McNeill and Dyani Hazlett
Meeting called to order at 6:59 pm.
Motion made by Tom Otterman and seconded by Carl Hildebrandt to to appoint Jake Thompson to act as Chair in Jim Bulger’s absence.
Motion made by Brad Calhoun and seconded by Carl Hildebrandt to approve minutes from meeting of January 13, 2025. Passed unanimously.
VISITORS
Executive Session - Motion made by Tom Otterman and seconded by Carl Hildebrandt to go into executive session to discuss personnel. Passed unanimously. Dyani Hazlett was invited to join the session. Meeting adjourned to executive session from 7:02 pm to 7:14 pm. No action.
HIGHWAY
Road Report – Richie Sampson updated the Board on roadwork and equipment. New Garage – Brad Calhoun updated the Board on this project. The estimate for insulation is $27,830.
Surplus Fund – Motion made by Tom Otterman and seconded by Brad Calhoun to put an article on the Warning for Town Meeting to see if the voters will approve using the money in the Surplus Fund ($176,476) to pay for new garage construction expenses. Passed unanimously.
Driveway Permit – Andrew Emerson on Stryker Road. Richie Sampson will handle. Purchasing Policy – More information is being gathered.
Overweight Permits – Motion made by Tom Otterman and seconded by Carl Hildebrandt to approve permits for Newport Sand & Gravel and Daren LaHaye. 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.
Ethics Liaison - Motion made by Tom Otterman and seconded by Carl Hildebrandt to appoint Jim Bulger as Ethics Liaison. Passed unanimously.
West Topsham Community Hall – The Board reviewed an email from Megan Clark requesting two Articles be included in the Warning for Town Meeting regarding a Reserve Fund for the Community Hall.
Motion made by Tom Otterman and seconded by Brad Calhoun to include the Articles in the Warning reducing the amount of the deposit in the second Article to $700. Passed unanimously.
CORRESPONDENCE
Otterman & Allen – A distribution of $9,938 each was received from the Macdonald Family Funds for the East Topsham Cemetery and the Town of Topsham. Motion made by Tom Otterman and seconded by Carl Hildebrandt to put the Town’s distribution into the Highway Fund. Passed unanimously.
Ambulance Contract – Motion made by Ton Otterman and seconded by Brad Calhoun to sign the contract. Passed unanimously.
Corinth Bylaw Amendment – The Board reviewed the proposed amendment to the Corinth Subdivision Bylaw.
E C Fiber Report – Motion made by Tom Otterman and seconded by Carl Hildebrandt to table. Passed unanimously.
F INANCIAL
The Board reviewed and signed Order #2502 in the amounts of $109,985.94 for accounts payable and $9,019.37 for payroll.
OTHER
Warning – Motion made by Tom Otterman and seconded by Jake Thompson to warn a Special Select Board meeting on Thursday, January 30 at 6:00 pm to finalize the Warning for the March 2025 Town Meeting. Passed unanimously.
Meeting adjourned at 8:12 pm.
Respectfully Submitted,
Janice Emerson
Administrative Assistant
SELECT BOARD MEETING
MINUTES
TOPSHAM SELECT BOARD MEETING
Monday, January 13, 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: Jim Clark, John Hood, Susan Hood, Bill Johnson. Becky Christian, James Salina, Donna Otterman and Peggy Welch
Meeting called to order at 7:02 pm.
Motion made by Tom Otterman and seconded by Carl Hildebrandt to approve minutes from meetings of December 23, 2024 and January 6, 2025. Passed unanimously.
VISITORS
Donna Otterman suggested the History Books stored at the Town Hall be moved to the West Topsham Community Hall. The Board agreed. Donna Otterman will handle.
HIGHWAY
Road Report – Brad Calhoun updated the Board on roadwork and equipment.
New Garage – Brad Calhoun updated the Board on this project. Jake Thompson discussed the bond loan and the outside professional audit needed. Motion made by Jake Thompson and seconded by Carl Hildebrandt to approve and sign the engagement letter with Batchelder
Associates. Passed unanimously. The cost of the audit will be $20,000.
Funding Salt Shed – Passed over looking into funding suggested in Megan Clark’s email of January 8, 2025.
Certificate of Highway Mileage – Motion made by Brad Calhoun and seconded by Jake Thompson to sign the Certificate of Highway Mileage. Passed unanimously.
Driveway Permit – Samantha Nickerson Downing Road/Kasson Road. Richie Sampson will handle.
GENERAL
Open Positions – There are three open positions, one Auditor and two NEKWMD Reps. If 8anyone is interested, please contact a member of the Select Board or call the Town Office.
Resignation -Motion made by Tom Otterman and seconded by Carl Hildebrandt to accept the resignation of Kaitlyn Hankins as Animal Control Officer Passed unanimously.
Ethics Liaison - A liaison will be appointed at the next meeting.
West Topsham Community Hall – Tom Otterman updated the Board on this project. Motion made by Tom Otterman and seconded by Jake Thompson to authorize Megan Clark to proceed with the BRELLA Program. Passed unanimously.
LEMP Plan Update Status - Carl Hildebrandt updated the Board on this project. The grant was renewed.
Vacation Carryover – Will be discussed in Executive Session.
CORRESPONDENCE
Northern Upper Valley Mutual Aid Report – Will be included in the Town Report. Driveway Snow Removal Issue on Downing Road – Jim Bulger will handle.
Request for Funds
Blake Memorial Library - $3 per capita
Topsham Corinth Little League - $500
The above will be included in the Warning for the March 2025 Town Meeting.
Little Rivers Health Care -Motion made by Jake Thompson and seconded by Tom Otterman that if a petition for the higher amount of $1500 is received by January 16, 2025 it will be included in the Warning for the March 2025 Town Meeting.
Passed unanimously.
FINANCIAL
The Board reviewed and signed Order #2501 in the amounts of $23,527.25 for accounts payable and $7,291.07 for payroll.
Invoice for Well at Food Shelf – Motion made by Tom Otterman and seconded by Brad Calhoun to pay the amount billed of $16,711.55. Passed by a vote of four. Jim Bulger abstained.
Highway Fund – Motion made by Tom Otterman and seconded by Jake Thompson to transfer $70,492.71 from the FEMA money received in 2024 to the Highway Fund to replace the amount used to reduce the 2023 over budget amount to zero. Passed unanimously.
OTHER
Purchasing Policy - Motion made by Jake Thompson and seconded by Tom Otterman to sign the revised Purchasing Policy. Passed by a vote of four. Brad Calhoun voted No.
Executive Session - Motion made by Tom Otterman and seconded by Carl Hildebrandt to go into executive session to discuss personnel. Passed unanimously. Karen Walker was invited to join the session. Meeting adjourned to executive session from 8:40 pm to 8:56 pm.
Motion made by Tom Otterman and seconded by Jake Thompson to pay Cindy Flannigan, Assistant Treasurer, $25.00 per hour effective immediately. Passed unanimously.
Meeting adjourned at 8:58 pm.
Respectfully Submitted,
Janice Emerson
Administrative Assistant
SELECT BOARD SPECIAL MEETING
DRAFT MINUTES OF TOPSHAM SPECIAL SELECT BOARD MEETING
Monday, January 6, 2025 @ 7:00 pm
Present: James Bulger, Carl Hildebrandt, Bradford Calhoun, Tom Otterman (Select Board), Karen Walker (Clerk/Treasurer & Janice Emerson (Administrative Assistant) via telephone.
Absent: Jake Thompson (Select Board)
Visitors: Jim Clark, Nancy Clark, Megan Clark, John Hood, Susan Hood, Peggy Welch, Donna Otterman, James Salinas & Cindy Flanagan (Assistant Town Treasurer).
The meeting was called to order at 7:00 PM.
James Bulger explained the purpose of the meeting was to discuss the progress of construction/expenses of the new town garage building.
Bradford Calhoun provided a spread sheet to explain the progress. It showed the breakdown of the original estimated cost (1,026,800.00) that was presented to the town for the complete project. It showed the contracted bid prices for the site work, concrete, slab insulation, the steel building, plumbing, heating and electrical. It also showed the building expenses paid to date and the balance due to complete the work for the contracted bids already in progress. An updated estimated cost (843,604.00) for the complete project after adjusting some of the costs in the original estimate was also included on the sheet. Karen Walker, Town Clerk/Treasurer provided the status of the finances for the project to date on the spreadsheet as well.
Expenses paid to date: $395,384.02
Funds allocated to pay expenses:
ARPA funds $105,000.00
Building fund $203,353.97
Building fund (2024 Budget) $15,000.00
Total allocated funds used: $323,353.97
Expenses paid by other revenue: $72,030.05
James Bulger updated the Board on the progress for obtaining a bond for the new garage. An accounting firm has agreed to perform a professional audit of the 2024 finances. If the audit is completed in time, we will be able to apply for the bond by the May deadline for the amount needed to complete the garage project.
FINANCIAL
The Board reviewed and signed Order #2425 in the amount of $10,964.50 for Accounts Payable and $6,948.31 for Payroll.
Meeting adjourned at 8:15 pm.
Respectfully submitted,
Donna Otterman
SELECT BOARD MEETING
MINUTES
TOPSHAM SELECT BOARD MEETING
Monday, December23, 2024
Present: James Bulger, Carl Hildebrandt, Jake Thompson, Bradford Calhoun and Tom Otterman (Select Board), Karen Walker (Town Clerk/Treasurer), Richard Sampson (Road Foreman) and via phone Janice Emerson (Administrative Assistant)
Visitors: Jim and Nancy Clark, John Hood and Donna Otterman
Meeting called to order at 7:02 pm.
Motion made by Jake Thompson and seconded by Brad Calhoun to approve minutes from meeting of December 9, 2024. Passed unanimously.
HIGHWAY
Road Report – Richie Sampson updated the Board on roadwork and equipment.
New Garage – Brad Calhoun updated the Board on this project. Jake Thompson updated the Board on the bond and the bridge loan.
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.
West Topsham Community Hall – Tom Otterman updated the Board on this project. Due to the holidays, the meeting with Sarah Bartlett will take place after the first of the new year.
FINANCIAL
The Board reviewed and signed Order #2424 in the amounts of $65,856.52 for accounts payable and $ 9,067.82 for payroll.
Reappraisal Fund CD - Motion made by Tom Otterman and seconded by Jake Thompson to renew for six months. Passed unanimously..
Meeting adjourned at 7:28 pm.
Respectfully Submitted,
Janice Emerson
Administrative Assistant
SELECT BOARD MEETING
MINUTES
TOPSHAM SELECT BOARD MEETING
Monday, December 9, 2024
Present: James Bulger, Carl Hildebrandt, Jake Thompson, Bradford Calhoun and Tom Otterman (Select Board), Karen Walker (Town Clerk/Treasurer), Richard Sampson (Road Foreman) and via Microsoft Teams Janice Emerson (Administrative Assistant)
Visitors: Jim and Nancy Clark, John Hood, Donna Otterman, Peggy Welch and via Microsoft Teams Megan Clark, Pat Plaisted and Samantha Nickerson
Meeting called to order at 7:00 pm.
Motion made by Brad Calhoun and seconded by Carl Hildebrandt to approve minutes from meeting of November 25, 2024. Passed unanimously.
VISITORS
Samantha Nickerson discussed the culvert
and truck turnaround near her residence. She also mentioned a new driveway. The Board advised her that a driveway permit is required before constructing a new driveway.
HIGHWAY
Road Report – Richie Sampson updated the Board on roadwork and equipment.
New Truck – Motion made by Brad Calhoun and seconded by Carl Hildebrandt for Jim Bulger, Chair, to sign a Hold Agreement for a 2025 Western Star truck. Passed unanimously. Fully equipped, the cost is under $300,000.
New Garage – Brad Calhoun updated the Board on this project. Jake Thompson updated the Board on the bond bridge loan through M &T Bank.
WE Permit Zion Hill Road – Motion made by Brad Calhoun and seconded by Jake Thompson to approve the permit. Passed unanimously.
Grant to Update Road Erosion Inventory – Motion made by Brad Calhoun and seconded by Carl Hildebrandt to sign the grant. Passed unanimously.
State of VT Standard Grant Agreement – Motion made by Brad Calhoun and seconded by Jake Thompson for Jim Bulger, Chair, to sign the Grants-in-Aid Agreement. 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.
Resignation – Motion made by Brad Calhoun and seconded by Jake Thompson to accept Kim Mable’s resignation as Auditor due to family illness and to her for all hours worked. Passed unanimously.
Auditor – Motion made by Tom Otterman and seconded by Carl Hildebrandt to appoint Nancy Frost as Auditor from now to the March 2025 Town meeting. Passed unanimously.
ARPA Funds – Resolution for ARPA Allocation
Motion made by Tom Otterman and seconded by Jim Bulger to approve the Resolution to expend SLFRF (State and Local Fiscal Recovery Funds) funds in an amount up to $223,120.50 for the purpose of municipal workforce retention to pay for payroll expenses for the period of FY 2024 (January 1, 2024 through December 5, 2024). Passed unanimously.
West Topsham Community Hall – Tom Otterman and Megan Clark updated the Board on this project.
Planning Commission Questionnaire – The Board discussed.
CORRESPONDENCE
Dog Bite – Jim Bulger will handle.
Request for Funds:
Clara Martin Center - $1,652
Central Vermont Council on Aging - $500
The above requests will be included in the Warning for the March 2025 Town Meeting
FINANCIAL
The Board reviewed and signed Order #2422 in the amounts of $75,596.93 for accounts payable and $17,748.34 for payroll.
Meeting adjourned at 8:20 pm.
Respectfully Submitted,
Janice Emerson
Administrative Assistant
SELECT BOARD MEETING
MINUTES
TOPSHAM SELECT BOARD MEETING
Monday, November 25, 2024
Present: James Bulger, Carl Hildebrandt, Jake Thompson, Bradford Calhoun and Tom Otterman (Select Board), Karen Walker (Town Clerk/Treasurer), Richard Sampson (Road Foreman) and via Microsoft Teams Janice Emerson (Administrative Assistant)
Visitors: Megan, Jim and Nancy Clark, John Hood, Larry Hart and via Microsoft Teams Sarah Wright and Peter Gregory (TRORC)
Meeting called to order at 7:00 pm.
Motion made by Jake Thompson and seconded by Tom Otterman to approve minutes from meeting of November 11, 2024. Passed unanimously.
VISITORS
Larry Hart, State Senator, was available to discuss any concerns.
Sarah Wright (TRORC) discussed the Brownfield Assessment process in order to enroll the West Topsham Community Hall in the funding assistance program that covers the costs of the Phase 2 of the required environmental review. Motion made by Tom Otterman and seconded by Brad Calhoun to proceed with an interview with Megan Clark, Jim Bulger, Tom Otterman and Sarah Bartlett. Passed unanimously. Sarah Wright said she is willing to attend if needed. Motion made by Tom Otterman and seconded by Brad Calhoun for Jim Bulger, Chair, to sign the access form for the Phase 2 site assessment. Passed unanimously.
HIGHWAY
Road Report – Richie Sampson updated the Board on roadwork and equipment.
New Garage – Brad Calhoun updated the Board on this project. Jake Thompson updated the Board on the bond bridge loan through M &T Bank.
Grant to Update Road Erosion Inventory – Brad Calhoun will handle.
Driveway Permit for Karl & Joanne Neuhauser on Zion Hill Road - Richie Sampson will handle.
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.
ARPA Funds – The amount spent on the Food Shelf to date is $34, 861.25. Motion made by Brad Calhoun and seconded by Carl Hildebrandt to accept Batten Electrical’s bid of $3,271.62 for the lighting. Passed by a vote of four. Jim Bulger abstained.
Motion made by Brad Calhoun and seconded by Carl Hildebrandt to agree with obligated funds for ARPA as presented by Karen Walker, Town Treasurer. Passed by a vote of four. Tom Otterman abstained.
West Topsham Community Hall – Tom Otterman updated the Board on this project.
A MERP (Municipal Energy Resiliency Program) grant of $425,904.53 was received. Motion made by Brad Calhoun and seconded by Carl Hildebrandt for Jim Bulger, Chair, to sign the grant. Passed unanimously.
Errors and Omissions to the 2024 Grand List – Motion made by Tom Otterman and seconded by Brad Calhoun to sign. Passed unanimously.
CORRESPONDENCE
Culvert on Downing Road – Jim Bulger will handle.
Town Web Design for Live Streaming of Meetings – The Board reviewed.
Request for Funds:
Safeline - $500
Northeast Slopes - $1199
Visiting Nurse & Hospice of VT & NH - $4000
Little Rivers Health Care - $1100
Orange County Restorative Justice Center - $125
Tri-Valley Transit - $850
Orange East Senior Center - $3500
The above requests will be included in the Warning for the March 2025 Town Meeting
Green Up - $100 – Will be included in Budget
Orange County Parent/Child Center - $250 - Petition needed
FINANCIAL
The Board reviewed and signed Order #2422 in the amounts of $114,812.17 for accounts payable and $11,478.35 for payroll.
Meeting adjourned at 8:40 pm.
Respectfully Submitted,
Janice Emerson
Administrative Assistant
BCA MEETING
BCA MEETING
November 25,2024
5:30PM at the Topsham Town Hall
Agenda: to review the checklist and to approve the list of election officials for the special JP election.