Town of Greenfield
Selectmen’s Meeting Minutes
Thursday – March 25, 2004 – 5:45 pm
Present: Selectmen: Chairman, William Brooks; Selectman, Conrad Dumas;
Selectman, George Rainier
Selectman Brooks called the meeting to order at 5:45 pm
Administrative Assistant, Debra Davidson taking minutes
Department Heads:
5:45 – Recycling Supervisor, Frank Pelkey–
· Forklift – Mr. Pelkey stated a Forklift will be delivered on Tuesday, March 30th, the cost is $6,500.00; this particular Forklift has a scale built in, which makes it nice to weigh material before it is shipped. $2,750.00 of the purchase price will be paid through a NH The Beautiful grant, which will be applied for. The Forklift will be stored in one of the bays at the DPW. When at the Recycling Center it will be housed next to the plastic bay, it will be secured as well.
· New Bay – Mr. Pelkey would like to begin digging and have it ready for cement next Thursday, April 1. Mr. Pelkey explained that overhead doors, shell, floor and the contractor are all that will be done for $31,000. Mr. Pelkey will do insulation and wiring, through his operating budget. The proposal he originally obtained includes materials & labor. Pelkey said he got three prices originally. Wiring & insulation to be paid for through, private people. Pelkey said that he has spoken to Crotched Mountain and American Steel asking both companies for donations towards this project. Crotched Mountain indicated they would make a donation
for the insulation, and American Steel indicated that they would make a donation for the wiring. Pelkey stated that he has it set up so the Town puts 50% down and then the final 50% payment will be due upon complete satisfaction with the building. The only thing that will be changed on the print is the back footing; if it is good gravel we can eliminate the pea stone.
Selectmen stated that they want a contract and it should match the bid spec drawing. Selectmen further noted this should go out to bid, however they are willing to work with Pelkey as far as hiring who he feels is the best person, providing he understands exactly what is going to be worked out. They want to see the list of materials that is going to be used. Pelkey stated that 19 ¼ yds. of concrete will be needed, 5/8” - T111 will be used for the sides. Selectmen noted that Pelkey would be given authority to make decisions on a day-to-day basis. Mr. Pelkey stated that he would not be back to the town for any more funds to do any more renovations to the existing building.
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Discussion followed regarding the contract we want to work into the wording, something to the effect that the code officer must inspect the building frequently.
Builder will build based on the drawings, Pelkey will be the clerk of the works, questions will be directed to Sheldon Pennoyer and/or filtered through the Town Office. Time line to start the project April 1, with a completion date of June 1. He would like to have everything up and running by June 1. The contractor will be expected to maintain a neat and orderly construction site, nothing in the path of the vehicles. Mr. Pelkey has plans to alter traffic flow at recycling to accommodate construction.
· Hours - April 8th the hours at the recycling center will change for summer hours. The center will be open Thursdays 3:00 – 7:00 pm.
· Waste Oil Burner – Mr. Pelkey presented the Board of Selectmen with a brochure of what he would like to purchase for a waste oil burner.
· Benches – They are all put together and ready to set out. Discussion followed.
6:15 – Rec. Director, Molly Anfuso –
· Soccer Field – Anfuso stated she is hoping to repair the soccer field at Oak Park this year; has done a draft of a soccer rental contract; this will be helpful for the following reasons.
o Covers the town from liability if we have a contract, depleting the Towns responsibility as far as supervision, injury, trash, and vandalism.
o Hourly rate for the use of the field, a portion of the revenue could be placed into a sub account for the repairs of the field, and put it back into the field. Small fee, nothing major, will provide better detail shortly.
· Oak Park – Discussion followed regarding when she was first hired, it was her understanding that Oak Park Committee raised funds to do improvements at the Park; Parks & Recreation maintains the improvements. Molly would like to see the Oak Park Committee to be re-established properly, more efficiently operated, and more accountable.
Anfuso stated she would research the history of the committee, report to Selectmen and work towards having the committee contribute to the maintenance as well as the improvements
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· New building – May 1st is the deadline that the building should be complete.
· Dogs at Oak Park – A message will be placed in the spirit; signs will be posted, and will try to do reminders. Some of these dogs are loose; owners are walking others. It seems to be becoming a problem.
· JLMC – Anfuso will be providing previous minutes for selectmen to review. The committees understanding they address safety issues with the BOS. Discussion followed.
· Sunset Lake - When the snow melts Ms. Anfuso will contact Meridian to begin the wetlands permitting for the replacement of the culvert and redesign of the beach.
Selectman Dumas asked Molly about her thoughts regarding the Town Management Assessment report and wondered about the communication. Would she be interested in the Board of Selectmen holding mandatory monthly meetings with the Board and Departments? Anfuso stated she thinks that is great, she thinks its important and that once a month is a minimum.
Appointments:
6:45 - Mr. Jim Grant – No appointment was scheduled, however Mr. Grant spoke to the Selectmen for a few minutes regarding junk vehicles.
· Who owns lot next to Greenfield auto? Selectmen answered the Town does. Mr. Grant stated he has noticed several junk vehicles being kept on the lot? He wondered if the Town could sell the lot and receive some revenue from the lot as far as taxation goes?
Selectman Rainier explained; as a result of the Downtown improvements, the purchase of the property did allow for additional downtown parking.
Selectman Dumas stated he was not in favor of selling the property himself.
Mr. Grant asked about lot behind Carbee’s, and if it is complete as far as clean up?
Selectman Rainier responded yes it is.
Decision: Selectmen asked Deb notify Police Chief, Giammarino and have him monitor the vehicles on the lot, find out who owns them and inform the owners it is not a spot for their personal parking for overflow vehicles.
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On – going matters:
1. Downtown Project –
· Punchlist with DeGrandpre – Has not happened yet.
· Invitation to bid – the following were invited to bid on the Wastewater project
o Parker & Daughters
o North East Earth Mechanics
o R.J. Olszak Construction, Inc.
o Pike Industries, Inc.
o Mathewson Co., Inc.
o CSSI Contractors
o S.U.R. Construction West, Inc.
o R.M. Piper, Inc.
2. Wastewater policy – Reviewed New London Policy, discussion followed. Deb was instructed to begin a working copy for the Selectmen to review and begin making editorial changes to. Fees to be established with help from UEI, Deb will review the DRAFT policy with Keith.
3. Water Damage - Insurance adjuster was at the Town Office today…will be in touch.
4. Town Management Assessment – Selectmen would like to address at least one of the 13 items, which the printed report indicated needed addressing, each week.
Other items:
1. Minutes - Selectmen accepted the minutes of March 18, 2004 Selectmen’s Meeting as written
2. Selectmen approval –
· P/R Checks and Invoices -
· Hazardous Waste Day Commitment letter –
· Credit Application for Highway Dept. – Ferguson Waterworks –
· Meeting Room – sign memo notifying various depts., committees etc., of need to sign up if they are going to be using the Meeting Room.
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· Grant Application for Fork Lift – NH The Beautiful has been sent an application for reimbursement of $3,250.00 for the Forklift.
3. Mail –
· Letter from Richard Delay – re: Concerns about curbing that was installed in front of his store. Letter was forwarded to Keith Pratt, upon acknowledgement you will be notified.
· Correspondence from Jim Rice – re: abatement recommendations; letters to be ready for next week.
· Confidential – Legal matter
· Dublin Board of Selectmen, Meeting SAU office - Wed., March 31, 7:30 PM – to discuss ConVal Articles of Agreement (specifically the funding formula) – Discussion followed – Selectman Dumas stated that we could send a letter if we do not attend the meeting indicating that several years ago our community voted the change of the funding formula, therefore he does not support changing the funding formula now, and would like this letter to be on record as indicating as such. We would like a copy of the minutes of the meeting.
Selectmen asked Deb to look into the following questions and have the answers for them by Tuesday.
What other towns are going?
Is Tom Weldon attending?
4. Snowmobile Access – Discussion regarding access to Sidetrax via ECS lot. Selectmen will look at the layout of the land and will work on providing snowmobiles with a route to get to Sidetrax and Delays. Selectmen have discussed this with Keith Pratt in the past, who suggested a fence be installed, leaving one opening and see how that works. They cannot run over the snorkles or the infrastructure ; we need to funnel the traffic.
5. Website – It is my understanding Donna doesn’t realize she isn’t going to be in charge of the website any longer. You wrote to her, but she has recently said something about training “us”, how do you want to respond to her. Selectmen instructed Deb to write to her again, reminding her of the changes.
6. R7-5-2 – What Zone? Selectmen reviewed the map, the chose General Residence as the zone for this lot.
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7. FYI – Principal Tim Iwanowicz called and asked to be on the agenda next week (6:00). He would like to discuss with you if the elementary school could use the field out back to play soccer. I suggested Oak Park, he doesn’t like that idea of walking the 15 kids to Oak Park on the road, and he would rather walk with them through the woods. 547-3334 – Selectmen discussed this, no decision regarding this matter. They will meet with Mr. Iwanowicz next week to discuss this further.
8. Modem Hook-up – Clifford Shaw hooked up our new phone line for the modem; noticed a floor joist down stairs (room with water tank) is split. One has been repaired, next to it. Should be repaired. Selectmen Rainier stated that he had looked at this, discussion followed. Nothing will be done at this time.
9. Class VI Road – Discussion followed, several lots are being looked at that are on class VI roads to be developed. Deb was instructed to contact Attorney Teague to get a copy of what he had said he would provide us with. Lots on a Class VI Road need to engineer stamped drawings to improve the roads – check RSA’s, before a building permit is issued on a Class VI Road must come before the BOS and upgraded to a Class V. Selectmen have the authority to either agree or deny the permit. Any land owner may petition the Board of Selectmen to upgrade a Class VI Road to a Class V in order to obtain a building permit, however, in order for the Selectmen to
accept any road upgrades they must be presented with stamped engineered drawings, they must go before the Town for acceptance.
10. Time Cards, Hours, Insurance – It was noticed that the Tax Collector hours are changed is this permanent? Deb will find out. Discussion followed regarding time cards, Selectmen want a memo sent out, anyone who receives a paycheck must submit a time card with the dates and hours worked. This is policy, not everyone has been adhering to the policy. Regarding insurance increases – Employees will pay an additional 5% to their contribution whether family, 2-person or employee only; this will increase again in September an additional 5% for a total increase of 10% for 2004.
11. QuickBooks – The new Treasurer asked about remote access to the books. Discussion followed, Selectmen asked that Deb contact the auditors and see what they think first. If remote activity is not acceptable, he can always copy to a disk and then access them that way.
With no further business, the Selectmen adjourned the meeting at 8:47 PM. The next scheduled Selectmen’s Meeting is Thursday – April 1, 2004 at 5:45 PM.
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