On the agenda: Shelburne meeting — AI data center (Mar 10)

Town of Shelburne, Vermont
CHARTERED 1763

P.O. BOX 88 5420 SHELBURNE ROAD SHELBURNE, VT 05482
Clerk/Treasurer
(802) 985-5116

Town Manager
(802) 985-5111

Zoning & Planning
(802) 985-5118

Assessor
(802) 985-5115

Recreation
(802) 985-5110

FAX Number
(802) 985-9550

SELECTBOARD MEETING AGENDA
SHELBURNE TOWN OFFICES, 5420 SHELBURNE ROAD
MARCH 10, 2026
Join Zoom Meeting
https://us06web.zoom.us/j/81288336683?pwd=b0l3UGJ4NXM1WHd0SjdubkgyL0RsUT09
Meeting ID: 812 8833 6683
Passcode: 1763
1. Call to Order/Roll Call
2. Organizational Meeting
a. Nominate and appoint Selectboard chair and vice chair
b. Adopt the Rules of Procedure
3. Approve agenda
4. Disclosure of conflict of interest for items on the agenda
5. Approve meeting minutes of February 24, 2025
6. Public Comments re: items not on the agenda
7. Selectboard Comments
8. Town Manager report
9. Commissions, Boards, and Committee matters
a. Chittenden County Regional Planning Commission
i. Unified Planning Work Program
ii. Northern Border grant coordination
b. Planning Commission: Town Plan map updates
10. Speed limits ordinance
11. Historic buildings repair projects
12. Office space
13. Adjourn to next regular meeting March 24

www.shelburnevt.org

7:00 P.M.

7:05

7:10
7:20
7:25
7:30

8:00
8:15
8:30
9:00 P.M.

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SELECTBOARD MEETING AGENDA
SHELBURNE TOWN OFFICES, 5420 SHELBURNE ROAD
MARCH 10, 2026
Join Zoom Meeting
https://us06web.zoom.us/j/81288336683?pwd=b0l3UGJ4NXM1WHd0SjdubkgyL0RsUT09
Meeting ID: 812 8833 6683
Passcode: 1763
1. Call to Order/Roll Call
7:00 P.M.
2. Organizational Meeting
a. Nominate and appoint Selectboard chair and vice chair
At the first regular meeting after Town Meeting, the board chooses officers for the next year.
b. Adopt the Rules of Procedure
This is done annually. The rules have been amended from time to time. Among other things, they
specify the meeting schedule (7pm on the 2nd and 4th Tuesday) and define public comment rules.
Possible Motion: I move to re-adopt the Selectboard Rules of procedure [optional: as amended].
3. Approve agenda
7:05
4. Disclosure of conflict of interest for items on the agenda
5. Approve meeting minutes of February 24, 2026
6. Public Comments regarding items not on the agenda
7:10
7. Selectboard Comments

7:20

8. Town Manager report

7:25

9. Commissions, Boards, and Committee matters

7:30

a. Chittenden County Regional Planning Commission
i. Unified Planning Work Program
The board previously approved a request for the regional commission’s planning services
in the year ahead. This request prioritized the Route 7-Webster Road intersection
improvements. The Planning & Zoning Department also requests a small task of research
assistance related to the Town Plan update. The plan update efforts needs a thorough
document review to update the statistics in the plan and locate new sources. Regional
staff are already helping the Town with community engagement and survey work, and
this request supports the needed technical data. The Town’s fee for service is $2,500,
which is within the department budget, but the regional commission requires approval by
the selectboard.
Possible motion: I move to approve the Unified Planning Work Program request for research
support for the Town Plan update.

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ii. Northern Border grant coordination
The Town won a $1,000,000 grant for the wastewater treatment project, from the
Northern Border Regional Commission. This federal agency has a specific process to
coordinate grants administration and compliance. They require liaison and oversight
through a regional partner. In Vermont, the regional planning commissions fulfill this
role as “Local Development District.” A condition to proceed with the grant is to
formalize a support agreement with Chittenden County Regional Planning Commission.
Among other tasks, the RPC staff will help the Town’s grants administrator with
reporting, prompt reimbursements, and proper contracting.
Possible motion: I move to approve the contract for grant administration services as presented.
b. Town Plan map update
The board previously reviewed map updates and held a first public hearing. Town Plan updates
require two public hearings with additional notice.
Possible motion: I move to warn a public hearing for the updated Town Plan, to be held at the
March 24 regular meeting of the Selectboard.
10. Speed Limits Ordinance
8:00
On January 27, the Selectboard voted on first reading to approve a revised Speed Limits Ordinance.
Chief Flore had reviewed it to correct several errors and inconsistencies. Staff neglected the public
hearing and vote for final passage in February, so this remains to be done.
In addition to the Police Chief’s recommended cleanup, the Board voted to reduce the speed limit on
Bay Road. The transportation planners at the regional commission advise against this, preferred to wait
until an engineered traffic study can be done in the summer. The board’s position in January was that
ample planning studies exist over the years, along with public testimony and obvious danger, to justify
the speed limit reduction. This could be discussed further at the public hearing.
Possible Motion: I move warn a public hearing for March 24 on the Speed Limits Ordinance as
amended.

11. Historic buildings repair projects
8:15
The Selectboard has at several meetings discussed the condition of the Town’s historic buildings. In the
past year specialists assessed three of the Town’s historic assets: the Pierson Building, the Town Hall,
and the Town Offices. To different severity, all three have problems with leaks, degraded roofing and
walls, outdated electrical and mechanical systems, and accessibility failures. Left untreated, these
problems destroy historic buildings, and the cost to correct them only increases over time. The
Selectboard anticipates a package of historic building repairs as one of the largest projects in the capital
improvement plan of the upcoming five years.
In recent weeks, staff completed procurement for an architect to advise the renovation process, design
the needed repair work, and manage the team of engineers, historic preservationists, and other
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specialists. Selectboard member Luce Hillman shared valuable engineering experience to the process.
From four submissions, the architect with best overall value was Wiemann Lamphere.
This important new project has several implications that the public should understand. One is the impact
to Town office space, discussed further in the next agenda item. Over the next year to three years, while
three buildings are repaired and renovated, most Town staff will experience disruption, changing
routines, or relocation to temporary space. An obvious example is moving offices when windows get
replaced. Communication to the public will be important, related to temporary closures or services
available at a different location.
The Pierson Building has the largest change in status. The 1816 structure, with later additions, has been
a Town asset since 1911. The building needs extensive preservation repair to roofs, masonry, HVAC,
electrical, and other systems. In recent years, the Town has rented the space to Jamie Two Coats toy
store. The leased premises are 2,244 square feet, and the current rent is $2,247 per month.
The needed repair work likely cannot be done without displacing the tenant. The lease requires that the
Town give one year’s notice by July 1, to terminate the lease by June 30 of the following year. With
respect to the tenant’s business and the time needed to find new premises and move, staff will provide
greater advance notice. Supporting a local business in transition is a task where the Community &
Economic Development Committee can assist.
A public discussion about the future use of the Pierson Building, post-renovation, remains to be had. It
could continue to be rented to commercial tenants, or it could return to public use. In its long history it
has been a general store, parsonage, apartments, library, and toy store.
Finally, the project will require team coordination with Champlain Valley School District, which rents
the top floor of the Town Office. Roofing and HVAC work will inconvenience them, but their staff have
greater experience with school renovations and temporary workflow.
No Selectboard action is needed at this time, and project updates will continue as the architect begins
work.
12. Office Space
8:30
As noted above, the Town’s historic buildings will need significant repair work in the next year to three
years. To preserve them for the future, repairs to roofs, walls, windows, electrical, mechanical, and other
systems must be done. This work will require temporary moves and inconvenience to many
departments. The architect will design the project to minimize downtime, but patience will be needed.
Another trend also makes issues of office space timely. Over the years, Town staff has grown to meet
demand for public services, but office space has been limited. Several rooms designed for one employee
now hold two, and several departments suffer crowding below industry standards (measured in square
feet per employee). In particular, the finance and assessing staff are divided inefficiently between two
floors and multiple rooms of the Town Office building. There is also a shortage of conference space as
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the number of Town committees and group meetings has increased. Conflicts around available meeting
rooms have become more frequent.
Staff studied the issues and produced the memo attached, detailing the process and options for interim
reconfiguration prior to renovation. The necessary first step is consolidate Finance staff in one efficient
space, and also to create new flex space for small group meetings and private work.
It appears the best way to do this is to move the Town Clerk’s staff of three to the Town Hall. That
lower level space was the clerks’ location for decades in the 20th century. It has a vault, office, kitchen,
bathroom, natural light, ADA accessibility, and all utilities. Making this move allows the Finance staff
to consolidate in one area for efficient operations. The current Finance suite can become several small
meeting rooms or swing offices during repairs.
The Historical Society is a valued community partner and will need to adjust. They are entitled to 60
days’ notice under a 2019 use of space agreement. Staff welcome the discussion of how best to
reconfigure historical exhibits and archival records. These are welcome in the Town Office.
The town manager has authority to assign office space but welcomes all input and discussion to make a
fully informed decision. The board and public may discuss the costs and benefits of different options.
Within the assigned space and approved budget, the town clerk has authority and responsibility to
administer elections, steward public records, and complete the other duties of a Vermont Town Clerk.
This is an important point to respect the role of both officials, and the town attorney explained the matter
this way,
“The Manager has the power to control the physical building, while the Clerk has the
independent power to perform her duties. The Manager has the clear statutory authority to
provide and designate the space for the Town Clerk’s office. Once that space is provided, the
Clerk has the exclusive power to undertake her responsibilities within that office. Obviously, the
Manager cannot use facility management to impede the Clerk’s statutory duties, but the Clerk
does not have ownership or veto power over the specific real estate assigned to her. The Clerk
has authority over how to record land records and vital records, and how to manage her vault,
and how to manage her employees, but that is where her authority ends.”
The first idea to share space and solve these problems was to build a wall in the current Clerk’s offices,
locating finance and clerks together in a large suite. In discussion, the clerks strongly opposed the
reduction of their space and change to their workflow. The Town Hall supports the traditional role of the
Town Clerk, whose team can redesign operations in the space, or restore their 20th century workflow.
Depending on the results of the historic preservation architecture work now underway, further shifts in
office space could follow in the years to come.
Public input and board discussion on this matter is welcome, before staff make and implement a
decision.

13. Adjourn to next regular meeting, March 24
www.shelburnevt.org

9:00 P.M

Town of Shelburne, Vermont
CHART ERED 1763

P.O. BOX 88 5420 SHELBURNE ROAD SHELBURNE, VT 05482
Clerk/ T reasurer
(802) 985-5116

T own Manager
(802) 985-5111

Zoning & Planning
(802) 985-5118

Assessor
(802) 985-5115

Recreation
(802) 985-5110

FAX Number
(802) 985-9550

Shelburne Selectboard Rules of Procedure
Adopted March 8, 2022

I PURPOSE. The Selectboard of the Town of Shelburne is required by law to conduct its meetings in accordance
with the Vermont Open Meeting Law. 1 V.S.A. §§ 310–314. Meetings of the Selectboard of the Town of Shelburne
must be open to the public at all times, except as provided in 1 V.S.A. § 313. At such meetings, the public must be
afforded reasonable opportunity to give its opinion on matters considered by the Selectboard so long as order is
maintained. Such public comment is subject to the reasonable rules established by the Chair of the Selectboard.
1 V.S.A. § 312(h).
II APPLICATION. These rules of procedure for Selectboard meetings shall apply to all regular, special, and
emergency meetings of the Town of Shelburne Selectboard.
III PROCEDURES.
1. The Selectboard shall meet the second and fourth Tuesday of every month except when otherwise noted.
2. Officers of the Selectboard shall be Chair and Vice-Chair.
3. The Chair of the Selectboard, or in the Chair’s absence, the Vice-Chair, shall chair all Selectboard meetings.
If both the Chair and the Vice-Chair are absent, a member selected by the board shall chair the meeting.
4. The Chair shall rule on all questions of order or procedure and shall enforce these rules as required by 1
V.S.A. § 312(h).
5. The current size of the Selectboard is five (5) members. A majority of the members of the Selectboard shall
constitute a quorum, a minimum of three (3) members. If a quorum of the members of the Selectboard is not
present at a meeting, the only action that may be considered by the Selectboard is a motion to recess or
adjourn the meeting.
6. Should a member consistently miss meetings, the Chair shall have the discretion to request the member’s
resignation from the Selectboard. “Consistently missing meetings” shall be defined as missing three (3) or
more of the scheduled meetings in a six-month period.
7. At the beginning of each Selectboard meeting, there shall be ten (10) minutes afforded for open public
comment. By majority vote, the Selectboard may increase the time for open public comment and may adjust
the agenda items and times accordingly.
8. Each Selectboard meeting shall have an agenda, with time allotted for each item of business to be considered
by the Selectboard. Those who wish to be added to the meeting agenda shall contact the Selectboard Chair or
Town Manager to request inclusion on the agenda. The Selectboard Chair shall determine the final content
of the agenda. The Town Manager is responsible for posting the agenda at least forty-eight (48) hours before
a regular meeting and twenty-four (24) hours before the meeting — including being posted on the town
website and physically at (i) the town offices (ii) the Pierson Library (iii) the post office.

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9. All business shall be conducted in the same order as it appears on the agenda, except that by majority vote
of the Selectboard, the order of items to be considered and/or the time allotted may be modified.
10. Public comment on issues not on the agenda may be discussed during the open public comment period.
Those wishing to speak will be allowed three (3) minutes, unless by majority vote, the Selectboard sets a
different time limit. Speakers must be acknowledged by the chair before speaking. All comments are to be
directed to the board. In the event many participants wish to speak, a sign-up sheet will be required and
participants may speak in the order they have signed up. A person may not speak a second time on an issue
until everyone wishing to make comments has had an opportunity.
11. Public comment on agenda items shall be limited to three (3) minutes, unless by majority vote, the
Selectboard sets a different time limit. Speakers must be acknowledged by the chair before speaking. All
comments are to be directed to the board. In the event many participants wish to speak, a sign-up sheet will
be required and participants may speak in the order they have signed up. A person may not speak a second
time on an issue until everyone wishing to make comments has had an opportunity.
12. Meetings may be recessed to a time and place certain.
13. Minutes of the Selectboard meetings shall be kept by the secretary and are matters of public record. After
five (5) calendar days from the date of each meeting draft minutes shall be available for inspection by any
person and posted on the Town Website.
14. A member of the body may attend a regular, special, or emergency meeting by electronic or other means
without being physically present at a designated meeting location so long as the member identifies him or
herself when the meeting is convened and is able to hear and be heard throughout the meeting. Whenever
one or more members attend electronically, voting must be done by roll call vote unless the vote is
unanimous. If a quorum or more of the body attend a meeting without being physically present at a
designated meeting location, the following requirements shall be met:
a. At least 24 hours prior to the meeting or as soon as practicable prior to an emergency meeting, the
body shall publically announce the meeting and post notice of the meeting in or near the municipal
clerk’s office, library, and post office.
b. Except as permitted by State statute allowing fully remote meetings and as may be deemed
appropriate or necessary by the Selectboard, the public announcement and posted notice of the
meeting shall designate at least one physical location where a member of the public can attend and
participate in the meeting. At least one member of the body, or at least one staff or designee of the
body shall be physically present at each designated meeting location.
15. These rules may be amended by majority vote of the Selectboard at a duly warned meeting. These rules
must be readopted annually at the organizational meeting pursuant to the Town Charter.
ADOPTED BY THE SELECTBOARD AT A REGULARLY SCHEDULED MEETING ON MARCH 8, 2022

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A VIDEO RECORDING OF THE MEETING IN ITS ENTIRETY IS AVAILABLE THROUGH
MEDIAFACTORY.ORG. THE WRITTEN MINUTES ARE A SYNOPSIS OF DISCUSSION AT THE
MEETING.MOTIONS ARE AS STATED BY THE MOTION MAKER. MINUTES SUBJECT TO CORRECTION BY
THE SHELBURNE SELECTBOARD. CHANGES, IF ANY, WILL BE RECORDED IN THE MINUTES OF THE NEXT
MEETING OF THE SELECTBOARD.

Hybrid meeting

TOWN OF SHELBURNE
SELECTBOARD
MINUTES OF MEETING
FEBRUARY 24, 2026

MEMBERS PRESENT: Mike Ashooh, Chair; Matt Wormser, Vice-Chair; Luce Hillman;
Chunka Mui (online)
MEMBERS ABSENT: Andrew Everett
STAFF PRESENT: Matt Lawless, Town Manager; Adam Backus, Human Resources Assistant;
Brian Monaghan, Attorney; Patty Carpenter, Deputy Manager; Susan Elliot, Assistant to the Town
Manager
OTHERS PRESENT: Bruce Belanger, John Boulay, Glenn Burgmeir, Tanya Butler, Dave
Connery, Patricia Fontaine, Franc Gambatese, Joyce George, Barb Johhnson, Jeff McBride, Sarah
McIlvennie, David McLean, Philippe Verrier, Jane Zenaty
1. CALL TO ORDER
Mr. Ashooh called the meeting to order at 7 PM.
2. APPROVAL OF AGENDA
MATT WORMSER made a motion, seconded by LUCE HILLMAN, to approve the agenda.
Motion passed 4-0.
3. DISCLOSURES/POTENTIAL CONFLICTS OF INTEREST
None.
4. APPROVAL OF MINUTES
CHUNKA MUI made a motion, seconded by LUCE HILLMAN, to approve the minutes of
February 10 and 12, 2026 as presented. Motion passed 3-0-1, with MATT WORMSER
abstaining.
5. SELECTBOARD COMMENTS
Mr. Wormser said that he is happy to hear that Steven Tendo has been released from ICE custody.
Ms. Hillman said that the meeting with local representatives at the library yesterday was very well
attended and encouraged residents to stop in for updates from Montpelier, the fourth Mondays
from 8 – 9:30 AM.
6. TOWN MANAGER REPORT
Mr. Lawless discussed the upcoming Town Meeting on Monday and said that voting will be held
the following Tuesday. Town reports will not be mailed to all residents to reduce costs. A survey
regarding the Town Plan updates is available to anyone who is interested in giving feedback on
the future of Shelburne.

7. PUBLIC COMMENTS

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Mr. Gambatese asked if the Selectboard has considered resolutions banning AI data centers or ICE
detention centers. Mr. Lawless will connect Mr. Gambatese with the town moderator to assist him
with forming a resolution to bring up at Town Meeting on Monday.
8. COMMISSION, BOARDS and COMMITTEE MATTERS
a. Economic development recognition
Mr. Belanger, Mr. Verrier and Ms. Butler of Harbor Industries provided an overview of Harbour
Industries. Harbor Industries is an aerospace cable manufacturer in Shelburne, which expects a
30% to 50% expansion in the next three years. The new bylaws allow for the facility to expand in
its current location, and the state of Vermont has awarded a $700,000 grant to assist with hiring,
training and onboarding new employees.
b. Equity & Diversity outreach
Ms. McIlvennie and Mr. McLean of the Equity & Diversity Committee presented. The committee
has prepared a list of principles that they would like Shelburne boards and committees to follow
when conducting business. Mr. McIlvennie said that the goal was to create a minimum standard
so that residents have equal access to participatory government. This is not intended to be a
replacement to Shelburne’s existing policy on committees. Mr. Lawless proposed endorsing the
spirit of the recommendation but approving it once staff has had the opportunity to combine this
policy with existing policies. Ms. McIlvennie said that this policy could also help to increase
communication between the boards. Mr. Wormser said that AI notetakers could be utilized to
easily take and share minutes. He expressed concern about a lack of civic engagement and said
that it is important to consider methods to expand stipends or other incentives to encourage
participation. The Hi, Neighbor initiative was discussed as a positive method for engaging
residents close to home. Mr. Ashooh encouraged the committee to consider if expanding the
number of meetings recorded would assist with community access. Ms. McIlvennie said that she
finds the municipal government process to be very confusing, and that making the process easier
to understand can increase accessibility. Ms. George encouraged the Selectboard to consider a
consolidated calendar of meetings for all boards and committees with Zoom links included.
c. Champlain Valley School District update
Mr. Connery, Vice-Chair of the Champlain Valley School District (CVSD), presented. He said
that CVSD is consistently above state averages in test scores and graduation rates. He discussed
survey results which showed that students are finding growth and belonging at school. He
discussed funding increases and uncertainties, as well as new statewide education laws. Mr.
Connery discussed the anticipated class sizes and said that it is at a healthy level. The CVSD
proposed increase is 5%, with salaries and health insurance being the driving factor. The net
spending per weighted student is $15,962. Shelburne’s expected property tax increase is $271.67
per $100,000 of assessed value. He discussed the $13 million facilities bond to cover necessary
building maintenance for the district. Mr. Connery discussed concerns with the proposed cost
formula at the state level. Mr. Wormser discussed the possibility of integrating AI into education
to increase effectiveness. Mr. Mui noted that many of these increases are outside of the control of
CVSD and spoke of continually increasing health care costs. Ms. Hillman spoke of the statewide
health care contract with teachers, which is outside of local control.

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9. RESOLUTION on CIVIL RIGHTS
Mr. Ashooh said that this was tabled from a previous meeting to ensure that all members had an
opportunity to review it. The resolution was read into the record at the last meeting.
LUCE HILLMAN made a motion, seconded by MATT WORMSER, to approve the
resolution as presented. Motion passed 4-0.
Mr. Lawless said that he hopes to provide practical follow-up regarding interactions with ICE in
Shelburne at a future meeting.
10. MARSETT ROAD CROSSWALK DEMONSTRATION
Ms. Zenaty, of the Village Pedestrian Safety Group, presented. The Village Pedestrian Safety
Group is proposing a demonstration project on Marsett Road. She detailed survey results regarding
the safety of this area and said that the majority of pedestrians and drivers are open to roadway
changes to make the area safer. Residents who live closer to the roadway, and those who walk or
bike are more supportive of changes in this area. Mr. McBride reviewed the design. This will
consist of two crosswalks, crossing Marsett at Maplewood and Green Hills. Bollards will be used
to mark the crosswalks. Linear straw wattles will suggest a new, narrowed curb. Staff will ensure
that this roadway is able to meet the needs of buses and larger trucks.
MATT WORMSER made a motion, seconded by LUCE HILLMAN, to endorse the Marsett
Road crosswalk demonstration for the spring of 2026. Motion passed 4-0.
11. AUDIT PRESENTATION for FISCAL YEAR ENDING JUNE 30, 2025
Mr. Lawless said that Shelburne has received a current and clean audit. Mr. Boulay, Audit
Manager with RHR Smith & Company, presented. He said that fund balance continues to increase,
which is a positive sign for the town. Fund balance is now at 26% of expenditures. The increased
fund balance is primarily from increases in payments for services. Expenditures were 5% over
budget. Ms. Carpenter said that some of these increases in revenue are from revenue that should
have been captured in previous years. Mr. Boulay discussed revenues and expenditures for water
and sewer accounts.
MATT WORMSER made a motion, seconded by LUCE HILLMAN, to accept the audit
report for fiscal year 2024-2025 as presented. Motion passed 4-0.
12. ORDINANCE RECODIFICATION
This was tabled until a future meeting.
13. CLOSED SESSION for PERSONNEL MATTERS and LABOR RELATIONS
a. Possible Action: AFSCME Union Contract
MATT WORMSER made a motion, seconded by LUCE HILLMAN, to find that because
public discussion of contract and labor relations matters would place the Selectboard at a
substantial disadvantage, the Selectboard should enter into Executive Session to discuss these
issues. Motion passed 4-0.

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PAGE 4

MATT WORMSER made a motion, seconded by LUCE HILLMAN, to enter into executive
session pursuant to Vermont Statutes section 313 a.1.B, labor relations agreements, and
section 313 a.3 appointment or evaluation of a public officer, and to invite Brian Monaghan,
Matthew Lawless, Patricia Carpenter, and Adam Backus for the session. Motion passed 40.
14. ADJOURNMENT
The meeting was adjourned.
Respectfully submitted,
Darby Mayville

Contract for Grant Administration Services
This contract for Local Development District (LDD) Grant Administration Services
(Agreement) made March 11, 2026 by and between:
Service Provider: Chittenden County Regional Planning Commission (CCRPC)
(LDD), with a mailing address of 110 West Canal Street, Suite 202, Winooski,
Vermont 05404, and
Client: Town of Shelburne (NBRC grantee), with a mailing address of 5420
Shelburne Road, P.O. Box 88, Shelburne, Vermont 05482.
The CCRPC and Town of Shelburne are each referred to herein as a “Party”, and
collectively as the “Parties:
A Project Kickoff Meeting for this award was held on _______________, 2026
including all Parties in this contract.
NOW, THEREFORE, FOR AND IN CONSIDERATION of the mutual promises and
agreements contained herein, the Town of Shelburne (NBRC grantee) contracts with the
CCRPC (LDD) to work under the following terms and conditions agreed upon by the
Parties:
1.

Term. The term of this contract shall commence on March 11, 2026, and terminate
automatically upon completion of the Period of Performance as reflected In the
NBRC Grantee’s Grant Agreement with NBRC or the completion of the project,
whichever comes first.

2.

Scope of Services. LDD will provide to NBRC grantee the following scope of Grant
Administration services (collectively, the “Services”):

•

Notice to Proceed Documentation: Help the grantee prepare and submit the
required documentation to NBRC. For projects funded from 2024 forward, this
includes assistance with uploading the LDD contract in the GMS, assist with
getting the PNTP for LDD costs in place and submitting their matching funds
documentation.

•

Quarterly & Annual Reporting: Ensure that the grantee files all quarterly and
annual reports accurately and on time, and with enough information to provide
a meaningful outline of the project’s status.

•

Reimbursement Requests: Provide guidance to grantees on submitting
reimbursement requests, including completing and submitting the SF-270 form
while ensuring that reimbursement requests are accurate and within the
approved budget. Grantees are responsible for tracking their expenses and
maintaining financial records and should be prepared to report on these when
1

asked. NBRC will conduct periodic reviews throughout the performance period
and the LDD may assist the grantee to prepare all the necessary documentation
to provide evidence of NBRC requested funds as well as expended match.
Additional information regarding reimbursement requests and periodic reviews
can be found in the Compliance Manual.
•

Contract Amendments: Assist grantee in submitting contract amendments such
as change in authorized official, budget adjustment, contract extension, or project
scope adjustment.

•

Final Reporting: Ensure that the grantee submits all required closeout materials
accurately and timely once the project is complete.

•

General Assistance: Be available to provide guidance to the grantee with
other issues such as their responsibilities regarding procurement of goods and
services, and contractors. Have a general knowledge base about federal grant
programs, specifically NBRC.

3.

Amount of Agreement Not to Exceed $20,000.00

4.

Payment Structure. The structure will carry for the term of this contract.
☒ LDD will invoice grantee quarterly for hours of work performed and will submit a
description of tasks and amount of time spent on each task. The Town shall pay
approved invoices within 30 days of receipt.

5.

INDEMNIFICATION. Each party shall indemnify, defend, save and hold the other
party, its officers, directors, trustees, agents, volunteers, and employees, harmless
from any loss or liability which may result from claims of injury to persons or property
arising, or allegedly arising, in whole or in part, from, out of, or in connection with any
negligent act or omission in connection with this agreement.

6.

DEFAULT. The occurrence of any of the following shall constitute a material
default under this Contract:
• The failure to make a required payment when due.
• The insolvency or bankruptcy of either party.
•
•

The subjection of any of either party’s property to any levy, seizure,
general assignment for the benefit of creditors, application or sale for or
by any creditor or government agency.
The failure to make available or deliver the Services in the time and
manner provided for in the Contract.

2

7.

REMEDIES. In addition to any and all other rights a party may have available
according to law, if a party defaults by failing to substantially perform any
provision, term or condition of this Contract, the other part may terminate the
Contract.

8.

ENTIRE AGREEMENT. This Contract contains the entire contract of the parties,
and there are no other promises or conditions in any other agreement whether
oral or written concerning the subject matter of this Contract. This Contract
supersedes any prior written or oral agreements between the parties.

9.

SEVERABILITY. If any provisions of this Contract will be held to be invalid or
unenforceablefor any reason, the remaining provisions will continue to be valid and
enforceable.

10. AMENDMENT. The Contract may be modified or amended in writing by mutual

agreement between the parties, and by notifying Northern Border Regional
Commission.

11. GOVERNING LAW. This Contract shall be construed in accordance with the laws

of the state of Vermont.

12. CONSTRUCTION AND INTERPRETATION. The rule requiring construction of

interpretation against the drafter is waived. The document shall be deemed as if
it were drafted by both parties in a mutual effort.

IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed
by their duly authorized representatives as of the date the second party signs.
_____________________________
Signature of LDD Representative

____________________________
Signature of NBRC Grantee
Authorized Official

_____________________________
Printed Name of LDD Representative

_____________________________
Printed Name of NBRC Grantee
Authorized Official

Date:

Date: _________________

____

3

Town Owned
Historic Structures

August 15

Town of Shelburne
Authored by: Aaron DeNamur, MPA
Director of Planning and Zoning

Introduction & Context
As the board is aware, we have been engaged in the process of evaluating the physical
condition of Town owned historic buildings within the Village. This process began with
a professional condition assessment of the Pierson Building which we received in
December of last year and was partly funded by a grant from the Preservation Trust of
Vermont. A condition assessment of the Historic Town Hall and the Town Offices
building (Historic Village School) has been underway over the summer months and we
have very recently begun receiving the reports. In short, the findings for the Town
Offices are unsurprising and validate our suspicions but are still quite discouraging with
a price tag well in the 7-figures, the report provides a conservative estimate of
$3,000,000.
It is clear from the report that a lack of maintenance over the 25 years since the
renovation has led to a litany of damage and we have inherited the needed repairs. The
assessment found: rot and severe water damage to masonry and wood throughout the
building, missing insulation, significant damage to concrete stairs and walkways around
the building, cracked masonry throughout the exterior, and more.

From the Town Offices report: Water damage to masonry and roof framing above 1st Floor bathrooms (parapet above)

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From the Town Offices report: At North 2001 Entry foyer, steel beams are corroding, indicative of canopy leak and/or window failures.

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From the Town Offices report: Corroding steel beams over Mechanical Room indicative of roof leaking.

What was surprising is the condition of the Historic Town Hall. Due to the recent
renovation my expectation was that this structure would have relatively few needed
repairs. As you will observe from the report, the opposite is true, and we cannot be
sure how much unseen damage there may be from the water infiltration which is
undeniably occurring (the same is true of the Town Offices and the Pierson Building).
With every rain event or melt off there is damage occurring to all 3 buildings.

From the Historic Town Hall Report: Plastic sheeting above bell mechanism holds a
quantity of water.

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From the Historic Town Hall Report: Split at rafter beam on north elevation towards the east

It is also the case that the current design and layout of the Town Offices no longer
meets the needs of the Town or Town staff. In the 25 years since the building was
renovated to become the Town Offices additional staff have been added and there is a
high need for more, with very little (if any) adequate space to satisfactorily
accommodate current staff, let alone more. Additionally, staff, and volunteers on
committees, lack access to meeting and conference space that is reserved exclusively
for official Town business and meetings, causing conflict. Multiple department heads
also do not have private office space, complicating their ability to meet privately with
staff, other Town officials, or residents.

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Exterior damage to the Pierson Building, from the condition assessment report

Recommendation
It is, therefore, our recommendation that a full renovation of the Town Offices be
conducted at the time of the repairs and that the work on all 3 structures be done
concurrently as one master planned project rather than being done piecemeal. We
suggest that the first step for such a project would be for the Town to retain the
services of a team of architects and/or engineers to design, create the plans for, and
cost-out in detail for the project in its entirety. As this process will take time, we
recommend that funds be budgeted for this work to begin in the next fiscal year
starting in July 2026 and/or that the Selectboard approves the reallocation of monies in
the current fiscal year for this work to begin sooner. Keep in mind that the process of
selecting and retaining an outside team will take time, in addition to the time needed
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for the planning work itself. So, even if the board approves the use of funds from this
fiscal year, we will need to budget money in the upcoming fiscal year as it is highly
unlikely this planning work can all be done before July 2026. This master plan, with cost
estimate, could then be taken to the voters for bond approval.
If it is possible to allocate funds this fiscal year to launch the process, then that would
be my recommendation. The planning and design phase will take time, time during
which damage to these important structures will continue to occur. Therefore, I do not
see any wisdom, or benefit, to delaying. All 3 of these structures are integral to the
historic fabric of Shelburne and the charm and beauty of the Village.
Lastly, as our Certified Local Government (CLG) Coordinator (our historic preservation
program is certified by the federal government and the State Historic Preservation
Office and I am the designated manager of this program) and the Planning Director, and
due to these structures being listed on the National Register of Historic Places (they are
critical contributing structures to our Historic District) it is my request that I be the
primary manager of this project. This seems the most logical to me. However, it also
makes sense, due to the scale and broad scope of the project, that there be a quasicommittee (I don’t think it needs to be formal) made up of the Town Manager, Finance
Director, Buildings and Grounds Superintendent, myself, and a member of the
Selectboard who work on the project together. I request that Luce be the member of
the Selectboard that is designated to be part of this working group, but I leave the
decision up to the board, of course.

7

TOWN OF SHELBURNE
CHARTERED 1763
P.O. BOX
Clerk/Treasurer Town Manager
(802) 985-5116 (802) 985-5111

Zoning & Planning
Assessor
(802) 985-5118
(802) 985-5115

Recreation
(802) 985-5110

FAX Number
(802) 985-9550

REQUEST FOR PROPOSALS
November 17, 2025
Responses Due: 3pm Friday January 16, 2026

Overview
The Town of Shelburne seeks qualified architectural and engineering consulting services to
evaluate, cost out, plan, and prepare construction documents for extensive renovations to
three historic Town-owned buildings requiring significant repairs and interior improvements.

Estimated Schedule
November 17, 2025
December 8, 2025, 9am-noon
January 6, 2026
January 9, 2026
January 16, 2026 at 3 pm
January 19-26, 2026
February 13, 2026
February 20, 2026
February 27, 2026

RFP Released
Optional site visit
Deadline for submission of questions
Responses to questions made available publicly
Deadline for submission of proposal via email
Review of proposals
Completed interviews of consultants
Selection of consultant
Contract execution

Context and Background
The Town of Shelburne owns three significant historic buildings that are in need of
comprehensive renovations. They are the Historic Shelburne Town Hall constructed in 1927,
the Shelburne Village School constructed in 1926, and the Pierson Building constructed in
1816. The old school building is approximately 37,000 sf and has served as the Town offices
since 2001 after an extensive renovation. The Pierson Building served as the Town library
for many decades. These buildings are valued community assets that serve important
municipal functions and contribute to the character of Shelburne's historic village center
which is on the National Register of Historic Places. All 3 of these structures are essential
contributors to the district. The buildings require evaluation for structural integrity, building
systems upgrades, accessibility improvements, and interior renovations to ensure they
continue to serve the community effectively for decades to come.

The selected consultant(s) will be expected to conduct total assessments of each building,
identify necessary repairs and improvements, develop cost estimates, and prepare detailed
construction plans and specifications. The Town anticipates that work will need to address
both exterior preservation needs and interior repairs and functional improvements, all while
respecting the historic character of these important structures.
In 2024, the Town chartered a surface level assessment of the Pierson Building. Throughout
the summer of 2025 condition assessments of the Town offices (old Village School) and
Historic Town Hall were also carried out. The reports and findings of these assessments can
be found here. The Town wishes to have a total and in-depth evaluation of each structure
conducted in order to verify the findings and uncover any other damage that needs to be
repaired. It is expected that this may involve slightly invasive methods.
All work must comply with applicable historic preservation standards, state and local
regulations, and relevant accessibility requirements including the Americans with Disabilities
Act (ADA). The consultant should be prepared to work with the Vermont Division for Historic
Preservation and other relevant agencies as needed as well as work closely with Town
officials.
The Town offices within the old school building contain the following departments:
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Recreation, 3 staff
Police and Dispatch, 22 staff
Finance and Assessing, 7 staff
Manager’s Office and HR, 3 staff
Clerk’s Office, 3 staff
Buildings and Grounds, 2 staff
Planning and Zoning and Stormwater, 5 staff

The 3rd floor of the building is leased by the Champlain Valley School District and houses
their administrative offices.
In 2019, the Town’s new library was built behind the Historic Town Hall. There have been
issues with water intrusion at the juncture of the two buildings causing flooding in that area
and in the basement of the Historic Town Hall. The Town wants this problem to be
addressed as part of this project. A professional assessment of this issue was done in early
2025, the findings are linked here.
The Town also has plans from the 2001 renovation of the Village School into the Town
Offices, plans of the Pierson Building, and original plans for the Historic Town Hall available
for the consultant to use as part of their work.

Scope of Work and Deliverables
The Town seeks comprehensive architectural and engineering services for all 3 of these
historic buildings to include, but not be limited to:
Phase 1: Assessment and Planning
• Conduct comprehensive condition assessments of all three buildings using previous
work as a guide and starting point: including structural, mechanical, electrical,
plumbing, security and access, HVAC, exterior masonry and finishes, etc.
• Evaluate historic significance and preservation requirements
• Assess current building code compliance and identify required upgrades
• Evaluate ADA accessibility and develop compliance strategies, if deemed necessary

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Conduct hazardous materials surveys (lead paint, asbestos, etc.)
Assess energy efficiency and identify improvement opportunities
Develop prioritized and complete list of recommendations for repairs and
improvements
Assist the Town with the development and execution of a funding strategy
(fundraising, grants, etc.)
Evaluate space needs for Town departments
Conduct 3 meetings with Department Directors and the Town Manager to discuss
anticipated staff growth over the next 10 years
Determine work necessary to convert unfinished storage area on the second floor to
office space
Review Town Clerk designated space for layout revisions
Investigate the cause of water intrusion problems at the library and Historic Town
Hall basement, include resolution in final plans
Evaluate and make recommendations regarding interior finishes (carpeting, painting,
space improvements, etc.) for the Town Offices
Evaluate the condition of the foundation of the historic Pierson Building and develop
recommendations for waterproofing
Review the interior layout of the Pierson Building for future office space and/or other
public uses such as a visitor center and/or space for the Shelburne Historical Society

Phase 2: Design Development
• In close collaboration with Town officials prepare schematic design documents
showing proposed renovations
• Develop detailed cost estimates for all proposed work
• Provide recommendations for phasing of work and a proposed schedule with
consideration given for Town daily operations, consider all of the following:
o Prioritizing critical improvements and repairs to all 3 buildings
o The need for flex office space for staff during renovations, consider
conducting renovations to the old Pierson Building first so it is available for
this purpose
• Coordinate with Town staff, boards, and relevant agencies
• Present findings and recommendations to Town officials and the public
Phase 3: Construction Documents (contingent on Phase 1 and 2 approval)
• Prepare complete construction documents including drawings and specifications
• Assist with bidding process and contractor selection
• Provide construction administration services
If relevant, those submitting proposals are encouraged to suggest modifications to this scope
of work based on their professional experience with similar historic building renovation
projects.

Submission Requirements
Proposals must include the following information:
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Cover letter introducing the firm and summarizing qualifications
List of project team members with qualifications, resumes, and professional
registrations
Description of firm's experience with historic building renovations, particularly
municipal buildings
Examples of similar projects completed, including before/after photos where available
Proposed methodology and approach to the project, including suggested project
timeline

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Detailed cost proposal broken down by phase and task
Hourly rate schedule for work outside the scope of this request
Professional references from at least three recent similar projects
Evidence of professional liability insurance

Submittals shall provide evidence of demonstrated successful experience working with
municipalities and historic buildings. Experience with Vermont state historic preservation
processes and relevant regulations is highly desirable.

Evaluation Criteria
Proposals will be evaluated based on the following criteria, in order of importance:
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Qualifications and experience of the project team with historic building renovations
Understanding of project requirements and proposed approach
Quality of similar past projects and client references
Cost and value of services proposed
Proposed timeline and project management approach
Local knowledge and experience with Vermont regulations and processes

Final Selection Process
Times for candidates to interview with the selection committee will be scheduled after the
submittal deadline. The committee will consist of the Town Manager, Buildings and Grounds
Superintendent, Finance Director, Director of Planning and Zoning, the Library Director, and
a member of the Selectboard.
Following the selection process, one consultant or team will be selected to negotiate a final
contract for services. The final scope of work with specified deliverables may be modified
through negotiation of the final contract. The final project team may also be modified through
negotiation of the final contract. Any expenses resulting from the interview and proposal
process will be the sole responsibility of the consultant.
Clear and concise proposals are encouraged. The Town reserves the right to waive
formalities, modify proposals in a mutually agreeable manner, or to accept or reject any
proposals at its sole discretion. Issuing this RFP does not in any way commit the Town to
accepting any proposal.
Please direct any questions to Director of Planning and Zoning, Aaron DeNamur, via email
at [email protected]. Questions must be submitted by January 6, 2026.
Responses to all questions will be posted on the Town website by end of day on January 9th
and will be sent to everyone who has submitted questions. Proposals are due no later than
3:00 P.M. on Friday, January 16, 2026. PDF submissions are required. Proposals should be
submitted via email to [email protected]. You are encouraged to attend the site
visit on December 8th if you are available, but it is not required to submit a proposal. Please
RSVP to the above email address if you plan to attend.
The Consultant shall comply with all applicable federal and Vermont non-discrimination laws
and shall make good-faith efforts to utilize small, minority-, women-, and veteran-owned
business enterprises (MWBEs/DBEs) in subcontracting and procurement.