Town of Greenfield
Selectmen’s Meeting Minutes
Thursday – January 8, 2004 – 5:45 pm
Present: Selectmen: Chairman, Conrad Dumas, was not present until approximately 6:15; Selectman, William Brooks; Selectman, George Rainier
Meeting opened at 6:00 pm
Administrative Assistant, Debra Davidson was taking minutes
Department Heads:
6:45 – Fire Chief, Loren White – Chief White inquired about the Purchase Order booklet that he found in his mailbox. Selectmen stated they new nothing of these, at this time they did not authorize using them, they need to discuss it. Selectman Dumas stated he wanted to get through the budget process before establishing any new policies. It will most likely be on the agenda for our first staff meeting.
Underground power to the fire station is out of service. Discussion followed with regards to why it is out of service, Chief White does not have a concrete reason why this power was knocked out. They have spoken with Bill Harper, he indicated that the underground wire is not running through conduit.
Appointments:
6:00 – Paul MulCahey & Greg & Karen Martus – Driscoll Road – Discussion and followup on previous discussions regarding Driscoll Road upgrade. Mr. MulCahey & the Martus’ have contacted an engineer who has provided engineered recommendations regarding the installation of culverts, as well as some minor road improvements. They have also attended a recent Conservation Commission meeting to begin the application process for the necessary wetlands permits. They received a letter from the Conservation Commission indicating they need to go before the Board of Selectmen to get approval before they can proceed. This is the reason they have come before the Board at this time, they are seeking permission to proceed.
Selectman Rainier stated it is his understanding that an engineered drawing must be submitted before they can go forward, and/or before the Selectmen can approve any improvements to the road.
Mr. Martus indicated that he understood that the road only needed engineered drawings in portions, the Road Agent would sign off on the various stages of the improvements.
Mr. Mulcahey stated that there is only going to be addition to what is already in place, they are not recreating a road, but rather making improvements.
Selectman Rainer explained that the town needs to have engineered drawings for assurance that the road will be developed properly
Mr. Martus asked for approval of the culverts, to expedite the process. This portion of the project will take most of the winter to have those culvert permits approved through wetlands boards
Selectman Rainer discussed what went on at the meeting with the Conservation Commission
Selectman Brooks explained these requirements are to assure the process is done properly, not to detray the project itself.
Mr. Martus explained why the importance of the culverts being installed first, if the Board would approve the paperwork to be sent to the State it would allow the project to continue, Martus went on to explain that if he could get the culverts installed then he doesn’t have to pay another engineer to substantiate what has already been done. The culverts are a separate issue anyway because the road that will be traveled will be another portion of the engineered project.
Selectman Rainier explained that in accordance to RSA , no individual can do any work to any town road without Selectmen approval. He further discussed that the advice of Town Counsel was a project like this should not be piece mealed. It should either be done completely or not at all.
Martus asked if they could get approval to simply get the wetlands paperwork for the proposed culverts on Driscoll Road started? In order to allow them to file the paperwork with an understanding that the project will not be started until the engineered drawings are filed in the town office and an agreement between the Town Selectmen, Mr. Mulcahey & Mr. & Mrs. Martus is reached.
Selectman Dumas made the motion to approve the filing of the wetlands permits with the State of NH, Dept. of Environmental Services, with the understanding that this project will not be approved or started until the Town Office has engineered drawings filed in the appropriate manner and further an agreement between the Selectmen, Mr. Mulcahey & Mr. & Mrs. Martus is reached. Seconded by Selectman Rainier; Voted: Rainier, Yes; Brooks, Yes; Dumas, Yes. Voted in the affirmative.
Deb was asked to type a letter and mail it to Mr. & Mrs. Martus, Mr. Mulcahey and the Conservation Commission reiterating the vote. She was also instructed to try and locate the engineered drawings for other Roads in Town which have done upgrades (i.e. Lyndeborough Mtn. Road, Coach Road) – they may be in the Planning Board files – However, there may not be anything on record either. Planning Board files may have information to look through, Deb will also get the Conservation Commission minutes to review; however, we need to have the minutes provided to the town office, who hasn’t received any since August.
Mr. Martus asked for a minute to discuss a request from The Sportsmans Club, Selectmen granted his request. The Sportsman’s Club would like to buy some chairs with rubber bottoms and donate them to the town, they were thinking of purchasing approximately 30 chairs. Selectmen supported this offer. Discussion followed, Selectmen recommend the Town purchase 20 chairs. The chairs cost approximately $9.00/chair. It was further discussed to put something in the Spirit asking for donations? Deb was also instructed to ask all departments if they would like to purchase any chairs. If purchased in bulk, they may be able to be purchased at a better price. Mr. Martus stated, no matter what the Sportsman’s Club would like to purchase 30 chairs.
On – going matters:
1. Budget –
· Other window options should be reviewed, Selectmen asked Deb to get prices for wooden windows as opposed to the vinyl windows that were presented, or if not wooden another option that doesn’t look so plastic. No decision was made at this time.
· Parking lot light for the Town Office was discussed, payment of this could possibly come out bond funds, as well as correcting the steps to be replaced with a ramp.
2. Dowtown Project – no update
3. Septic Pump at Town Office – Selectman Rainier met with Bill Harper, they pulled the cover off the tank; there is one pump working, one not working, they covered everything again. Harper suggested that we purchase a 2 HP pump, grinder The cost to do this would be approximately $1,079.00 for the switching, plumbing would cost $100.00; Labor would be $100.00; the Electricion would be between $750-$900. Estimating high, the cost to replace the pump will be approximately $2,290.00.
4. Gym Heater – The heating system has been installed in the gym, however they did not test it in advance as they were asked to do; it was fortunate that it does work. A letter will be mailed to Ms. Wozmak, the Town will pay the installation expense, she will be responsible for the fuel expense. The Town pay the bills when they come in, she will reimburse the town.
5. PILOTS – Letter to Crotched Mtn. from John Teague was reviewed, Selectmen agree to accept the proposal from Crotched Mtn. as proposed.
6. Wastewater policy – Selectmen reviewed and will discuss this DRAFT policy in two weeks
Other items:
1. Minutes - Selectmen will accept the minutes of 12/18/03 Selectmen’s Meeting as written next week; they were not available by hard copy at this meeting
2. Selectmen approval –
· A/P Checks
3. Mail - Review miscellaneous mail, correspondence and memos –
· Review letter from John Teague
· Review ConVal Schedule
· Assessment Review Workshop 2004 – hosted in Peterborough – by DRA – January 27 – 9:00-11:30 – Deb respectrfully requests permission to attend, anyone Selectman that would like to join her is welcomed. At this time they do not know if they will be available.
· Review & Discuss letter from Cemeterty Trustees
4. Town Report – Work on Town Report --- reviewed and edited the DRAFT Selectmen’s report. Selectman Dumas will make revisions and submit to Deb via e-mail.
5. GASB 34- Updated Selectmen – provided a draft contract from AIV, Nancie Vaihenger will be given a copy to review, Deb and Nancie will discuss this and present their thoughts back to the Selectmen.
6. Veterans Exemption – Deb to report – spoken to the Dept. of Revenue Administration only one town to date has chosen to change their exemption status. The town is Hollis, they are going from $50.00 - $250.00 this year and then to $500.00 next year.
7. Purchase Orders – All main depts. have been given Purchase Order booklets. Selectman Dumas is not in support of the use of PO’s, Selectman Brooks stated he would like to know how Dept. Heads feel, ask them what they feel, are they in favor of them. Rainier recalls from previous meetings discussing possibly using them but not reaching a decision. Selectmen discussed pros and cons of the use of PO’s, at this time nothing is authorized to use them. If anyone askes about them, we can ask for feed back.
8. Website – Selectmen voted to contract Virtual Town Hall – as a result, 2004 budget will need to be increased for the website by 1,000.00 for the first year. The breakdown of this increase is for the setup fee of $395., the yearly support of $900.00, the training of $500.00, and to maintain the website until March through Designs on Line. Discussion followed, some of these expenses will be a one time expense, the website will be $900.00 in the future. Discussion followed. Website is important tool, a website can and should be used as a resource for people looking at Greenfield. Example: PB could use the website to research past minutes, if they are always current etc.
9. Next Meeting – Vic & Barbara Mangini, Code Officer; all have a copy of the letter signed. Selectmen would like a copy of the entire file the office has on the Mangini/Code Officer matter. 6:30 Budget Committee/Dept. Heads
With no further business, the Selectmen adjourned the meeting at 8:00 PM. The next scheduled Selectmen’s Meeting is January 15, 2004 at 5:45 PM
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