Town of Greenfield
Selectmen’s Meeting Minutes
Thursday – March 18, 2004 – 5:45 pm
Present: Selectmen: Chairman, William Brooks; Selectman, Conrad Dumas;
Selectman, George Rainier
Meeting opened at 5:45 pm
Administrative Assistant, Debra Davidson taking minutes
Department Heads:
5:45 – Road Agent, Wyatt Fox –
· Culverts - Mr. Fox was in to request a formal request be to the Conservation Commission, notifying them that the permits for next reclaim section of East Road be in effect by May 15th, 8 pipes 2 perennial streams will need installation. All were delineated last year at the meeting with John Severance of the Wetlands Bureau. Mr. Fox stated he wants to begin grinding in April, and he would like to have the Conservation Commission apply for the permits on his behalf. The 8 culverts he wants to replace are not on the 5-year culvert plan he has been given a blanket permit for.
Decision: Selectmen directed Deb to draft a letter to the Conservation Commission with this request, and to further e-mail them requesting acknowledgement that the permits are going forward.
· Overtime - Mr. Fox requested a policy change for overtime be made to the personnel policies. He would like the policy to reflect that they get paid for overtime for holidays if the holiday falls during the week.
Decision: Selectmen did not make a decision on this, the want to discuss this deliberatively. They asked Mr. Fox to should put this in writing.
· Retirement - Moe Belmore has discussed April 15th as a date of retirement. Mr. Fox would like to advertise ASAP. Selectmen informed Mr. Fox that the job couldn’t be advertised until we receive a written notice of retirement from Mr. Belmore. Duffy wants the job to be specific (i.e. grader, backhoe, heavy equipment operator etc.). Selectmen discussed this with Mr. Fox. Mr. Fox will need to sit down and write up what he needs and then review it with Selectmen.
Decision: Selectmen Dumas motioned to allot $100.00, to be spent, as Mr. Fox thinks is best, for Mr. Belmore’s retirement. Seconded by Rainier & Brooks. Voted: Affirmatively.
· Change in hours - Mr. Fox stated he would like to work either 4/10-hour days this summer or 4/9-hour days and only work ½ day on Friday. Asking for permission from the Board to implement this change – Selectmen Dumas stated that he believes Mr. Fox is the department head and he should run department as he deems appropriate.
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March 18, 2004
· FEMA funds - $5,600 has been applied for from a FEMA grant for the December snowstorm. Mr. Fox would like to put part of these funds into the purchase of a chloride tank, this would allow for storage of chloride and allow for more efficiency. Cost of this tank is unsure at this time, but he wanted authorization to proceed in this fashion. Part-time wages are available at this time and some of those funds could be shifted.
Decision: Selectmen, again, indicated to Mr. Fox it is his department and he should run it how he feels is appropriate.
· Equipment purchases - A used broom has been purchased and is up and in operation. Running well.
Waiting for the radio for the new truck. The company that originally bid on the new truck went out of business, so the price of the new truck was $5,000 more than we had anticipated. Fox will be able to move some funds from within his budget for the radio for the new truck. Once we get the new truck, Fox will advertise the old truck.
Selectmen discussed with Fox that Recycling Attendant, Mr. Pelkey had stated Fox would be digging the footings for the new bay. Fox stated that as long as he has at least a week notice he would schedule accordingly to help with this project.
Selectmen asked about program for the computer – Fox stated he was going to work with UNH T2 to get the program they recommend. Jim Plourde is going to look into the programs available and will work with Fox on implementing the computers.
Selectman Rainier asked when the Mountains of Demonstration is held? Fox stated usually before Memorial Day, if Selectmen would like to attend they can all coordinate their time, they could all go together.
6:30 - Kevin O’Connell – Mr. O’Connell asked about the vacant position currently on the Planning Board. He stated that he would be interested in sitting on the board if there were no candidates for the seat. Selectmen looked up and reviewed RSA 673:2 – appointments.
Decision: Motion by Dumas to recommend Mr. O’Connell as a Planning Board appointee. Seconded by Rainier. Mr. O’Connell was instructed that he will need to go before the Planning Board to discuss this first, and further reminded that after this year he will need to place his name on the ballot for a two year position.
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Appointments:
No appointments are scheduled
On – going matters:
1. Downtown Project –
· Punchlist with Mr. DeGrandpre – Snow made the punchlist review delayed.
· Pre-Qual list update – 8 out of the 11 applicants are potential bidders, the time schedule is prepared. Bids will be advertised on Select Contractors – March 18, 2004
· Notify Contractors and regulatory agencies to start bidding – March 22, 2004
· Prebid Meeting – April 6, 2004
· Bid Opening (3:00 P.M.) – April 22, 2004
2. Wastewater policy – Selectman Rainier reported of his recent discussion with Keith Pratt. A policy will need to be written and adopted. Keith will forward sample policies, since we have Town Meeting approval, we should get the policies started as soon as possible. After they are adopted Mr. Pratt is willing to have an informational meeting with the public to discuss the next step. Discussion regarding creating a mailing list for those who will be hooked in, and to further provide them with data of a time line, dates for the informational meeting, policy etc. Discussion followed regarding fees, maintenance and other matters surrounding
the wastewater project. This will remain on the agenda, as no definite decisions were made.
3. David Cutter – Attorney, Mark Fernald called and would like to know what/where Selectmen stand with the matter of Thomas Road. Deb told him it was her understanding that Attorney Fernald & Attorney Teague were supposed to be discussing this. Selectmen will ask Attorney Teague to respond in writing to Attorney Fernald.
4. Wesley Williams – Selectmen will send a letter to Mr. Williams indicating that the Selectmen of the Town of Greenfield see no reason to continue with this matter on the agenda. The Town of Greenfield is waiting to be approached by the Lyndeborough Selectmen, until further evidence and/or discussion with the Lyndeborough Selectmen; this will not be on the agenda. Selectmen are not qualified to resolve this matter.
5. Water Damage - The Town has received a quote from Bill Harper for the repair to the floor in the kitchen, resulting from a leaking water bubbler. The estimate is $690.00 – a letter for this damage has been submitted the quote to Monadnock Water, they have not responded yet.
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Other items:
1. Minutes - Selectmen accept the minutes of March 4, 2004 Selectmen’s Meeting as written. There was no meeting on March 11th.
2. Selectmen approval –
· A/P Checks and Invoices
· Hazardous Waste Day Commitment letter – Scott Bradford contacted Deb regarding Greenfield joining Peterborough for HWD, to be held in August. If we are going to do this he needs a letter of commitment. In the event that we participate, Peterborough will obtain all the grant reimbursement. According to Scott, Frank indicated that he did not want to do the grant and he would rather participate with Peterborough. The letter of commitment was revised and will be resubmitted next week. Selectmen had the following questions, which will be answered next week
o Will there be a limit to amount of hazardous waste?
o If we go over a certain amount of waste, will we be back-charged? Selectmen do not want to receive a bill they aren’t anticipating. When this Hazardous Waste Day occurs, Selectmen would like flyers sent out, it to be advertised in the Spirit and placed on the Town sign.
· FEMA Grant letter – authorizing Jim Plourde to sign on behalf of the Fire Department, and to apply for these funds, rather than the Fire Chief.
· Intent to Cut –
o Joseph & Jennifer Brundige – R9-65 -
o Talbot – return intent to cut, lack of timber bond submitted
o Simmons – request for extension – Selectmen denied the request, there is no reason for the request; they cannot authorize an extension at this time due to the roads being closed. Mr. Simmons can reapply once the road ban has been lifted.
· Abatement Applications returned,
o Ernest Belmore - R4-42.1- not submitted timely enough
o Sheldon Carbee – Incomplete application – 15 Additional days, as it was submitted in a timely fashion, just incomplete
· Credit Application for Highway Dept. – Ferguson Waterworks –
·
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· Appointment – Dario Carerra expressed a desire to sit on the Planning Board if there is a seat still – Selectmen discussed that Mr. Carerra needs to discuss this with the Planning Board.
· Elderly Exemption Denial – The income does not meet the required level to qualify for this exemption – documentation to be returned to the applicant.
· Purchase of benches for the common – Selectmen approved the purchase of 8 benches, four for Oak Park, four for the Common. They are to be placed on cement pier and bolted down. Frank will be notified of this.
· Authorization for Automatic Debit Payments – To be paid to NH Retirement System
· MS-2 – Appropriations actually voted at the March Town Meeting – to be mailed to the Department of Revenue on 3/19/2004.
3. Non- Public – RSA 91A, II (a)-
7:48 – Motion by Selectman Dumas to enter into a non-public session for the purpose of discussing a Personnel matter. Seconded by Rainier & Brooks.
8:10 – Motion by Selectman Brooks to enter out of the non-public session and to further seal the minutes. Seconded by Rainer & Dumas. Voted: Unanimously in the affirmative.
Decision: To implement the policy for benefits as stated in personnel policies
4. Non-Public – RSA 91A, II (e) –
8:13 - Motion by Selectman Dumas to enter into a non-public session for the purpose of discussing a matter of litigation.
Seconded by Rainier & Brooks.
8:20 – Motion by Selectman Brooks to enter out of the non-public session and to further seal the minutes. Seconded by Rainer & Dumas. Voted: Unanimously in the affirmative.
5. Non-Public – RSA 91A, II (c) –
8:21 - Motion by Selectman Dumas to enter into a non-public session for the purpose of discussing a health & welfare issue.
Seconded by Rainier & Brooks.
8:30 – Motion by Selectman Brooks to enter out of the non-public session and to further seal the minutes. Seconded by Rainer & Dumas. Voted: Unanimously in the affirmative.
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6. PILOT – Brantwood Camp – Attorney Teague & Selectman Rainier discussed PILOTS this past week; John Teague & Jim Rice had been discussing another abatement situation and began discussing the Barbara C. Harris PILOT; Whereas, the Barbara C. Harris Center has not responded to our attempts to discuss this PILOT, Assessor, Jim Rice recommends we mail Barbara C. Harris a tax bill in June. We would like Jim to send the Town something in writing to substantiate our decision. This discussion led to the taxation of Brantwood Camp and the possibility of a higher taxation of this camp. Discussion followed, Selectman Dumas stated this was reviewed in the past; Deb was instructed to research this and be prepared to discuss the findings in a week or two.
7. Library – Discussion followed with regards to a conversation Selectman, Rainier and Library Trustee, Peter Wensberg had earlier in the week. Whereas the Library did not receive the funding at town meeting they were hoping for, Mr. Wensberg wanted it noted to the town there was one donation of $12,500 which if not matched by June 1, the donation will be withdrawn. Essentially, a 25,000 loss for the project. Mr. Wensberg inquired about the contingency funds for the down town project? Selectman Rainier did not give him an answer, though he indicated the Selectmen would consider this request after the septic is constructed. Once the
wastewater project is out to bid we will review the overall project and possibilities for use of contingency funds could be considered.
8. Town Meeting –
· Elected Auditor Position was voted in on Tuesday, voted out on Friday – RSA 669:17 was discussed. Ms. May is required to audit the 2003 books; in 2005 the position no longer exists. Ms. May should be notified in writing and the responsibility to get the books audited lies within her discretion. She should work with the Town Staff to get the audit accomplished in the most reasonable manner.
· Recycling Ctr. – Selectmen do not want Mr. Pelkey to sign any agreements, Selectmen need to review agreements and be the signatures. He is to bring a detailed agreement to the Board for review; no funds will be spent unless approved by the Board of Selectmen. Selectmen instructed Deb to draft a memo asking Mr. Pelkey to be at the next meeting, a spec sheet needs to be provided. It was suggested that Sheldon Pennoyer might have one he already created.
· Windows – Mr. Voorhis should be contacted and asked to meet with the Board of Selectmen as soon as possible. No action to be taken at this time.
· Signature Cards – Necessary due to the election of a new Treasurer – Aaron Kullgren
9. Local Official Workshop – Thursday, April 8th – 8:30 am in Peterborough – Selectman Rainier will be attending – he will summarize the workshop that evening at Selectmen’s meeting.
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10. Mtg. House – Slates are falling off the roof – Selectmen will have concrete evidence as to what will be needed to this roof by town meeting 2005. – Keep as ongoing matters
11. Lease Payments – Debbie explained what has happened with mix-ups in payments for the last two years. Selectmen authorized the grader/cruiser purchase lease agreement; the Town did not borrow as much as needed, it was returned, Marquette Bank billed the incorrect amount. Bookkeeper, Catherine Shaw brought this to the banks attention, they reverted back to the original amount. Returned incorrect check a new one will be reissued.
12. Town Management Assessment – With Town Mtg. behind us, discussion followed as to how/what we could use from the assessment as a tool for improvements within the Town Government. This will remain on the agenda for next week to discuss some options. We will work on this in the future and will work through the recommendations
· Code of ethics
· Staff Meetings
· Evaluations
· Purchase Orders
13. Greenfield Inn – Code Officer, Peter Hopkins met with Mr. Mangini and discussed the necessary inspections. Mr. Mangini stated he was not prepared for the inspection yet; Peter is scheduled to do an inspection on May 1. As far as the State requirements go Mr. Mangini indicated to Mr. Hopkins that he (Mr. Mangini) was confused as to what was needed. Mr. Humphrey, State Fire Marshall, indicated if Mr. Mangini does not answer their concerns appropriately, they will not allow any more time and he will issue violations. A specific time line must be provided to Mr. Humphrey. As far as Hopkins is concerned, May 1, 2004 is a reasonable time for Mr. Mangini to finish the
requirements asked of him.
14. Groundskeeping Bid – Selectmen reviewed the Bid, minor changes were made –(i.e. more time for date of submission is needed – April 22, 2004 will be the date of opening bids). It didn’t seem as though April 8 was enough time for those who bid to actually devise a reasonable bid. Minor typographical changes were made. All seemed ok.
With no further business, the Selectmen adjourned the meeting at 8:45 PM. The next scheduled Selectmen’s Meeting is Thursday – March 25, 2004 at 5:45 PM.
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