Town of Greenfield
Selectmen’s Meeting Minutes
Thursday – September 23, 2004 – 5:45 pm
Monthly Departmental/Key Staff Meeting
Present: Selectmen - Chairman, William Brooks; Selectman; George Rainier; Selectman; Conrad B. Dumas
The meeting was called to order at 5:45 pm
Administrative Assistant, Deb Davidson taking minutes
Department Heads:
Administrative Assistant, Deb Davidson discussed the following with Dept. Heads and the Board of Selectmen.
Alarm System(s) -Contract from Bob Smith for Chairman Brooks to sign – Mr. Smith indicated that the phone call from Deb, prompted Mr. Smith to send the contract, he said he had been waiting to hear from Chief White regarding whether to move forward or not. He spoke with Catherine a couple weeks ago, she gave Smith Loren’s phone number; Mr. Smith indicated to Deb he had called Loren and was waiting for a call back with an approval.
Agenda Appointments – Dept. Heads need to be considerate when residents make appointments to meet with Selectmen. It has recently been mentioned that there have been occasions when Dept. Heads interrupt meetings and those who have taken time to meet with the Selectmen have felt interrupted. If a resident doesn’t need to be here until 6:30 or later, why should they sit here for 30-40 minutes waiting for their appointment. If Dept. Heads don’t want to make an appointment for the agenda, they could wait until the end of the meeting to discuss their items which need addressing.
2005 budgets – Provided departments with information to begin budget process – discussed changing a couple of dates. Budget Committee will be presented with proposed budgets as soon as Selectmen’s Office receives them. They will also be invited to the meeting on October 21, with the Board of Selectmen and Dept. Heads.
Code Enforcement Officer - Peter Hopkins –
Cornwell Road – Hopkins reported on the status of the Pero family situation, located on Cornwell Road – Mr. Pero came in on Wednesday evening, they are willing to work with Hopkins to rectify the situation…the temporary permit will be reviewed and Hopkins will make sure they are complying with ordinances as they should. They had been removing gravel from their property with no permits. The gravel removal has been stopped. Mr. Pero had stated to Hopkins that he did not know he needed a permit to remove gravel from his property, it was explained to him that not only do they need a permit to remove gravel, they need to go to the Planningt Board for approval. Hopkins also explained to Mr. & Mrs. Pero they now need to reclaim the area which they removed the gravel
from.
White Pine Builders – Mr. Haithcock did not come to get a permit from Hopkins last night. However, he did come in today to get the permit from the central office.
New Homes – There have been a number of permits for new houses – lots of applications out, not yet returned. Monday morning Hopkins has an appointment to do eight test pits on New Boston Road.
Working on making a permit list for the Planning Board, trying to keep the list going. What appears to becoming a problem are these “temporary hoop buildings”, they are usually covered in plastic. From a safety, aestheic and neighborhood standpoint, this needs to be addressed. Setbacks need to be met currently.
October 4, 5 & 6 Hopkins will be at U-Mass with Assistant Officer Stephenson for a three-day Code School. Hancock has agreed to pay for a portion of the class; The Town of Greenfield will be paying for the other portion. Hopkins stated that he is hoping that Stevenson will stick with him on this Code Officer position.
Hopkins asked if there were any questions? Selectmen Rainier asked about a septic system care pamphlet, asked Hopkins if he had seen it. Hopkins stated he is familiar with it.
School has asked for a certificate of occupancy – Hopkins has told them that he will not provide one as he has not ever inspected the building. They never purchased a building permit indicating they did not need to involve the local community. Therefore, Hopkins has denied their request for a CO.
Dept. of Public Works Supervisor – Duffy Fox –
2005 Budget – Fox stated that he will only have minimal increases to the budget for next year. He has only one uncertain item, that is regarding the engineering plans for New Boston Road, which are not yet received. May need additional help to finish those two sections of the road.
New Truck – The third and final truck is scheduled for replacement this coming year. Accumulating prices and all those deals for next year.
Pine Tree removal – Price of $3500 to take down the pine tree at the corner of Tom Fairfields property. Fox stated he is going to contact PSNH to see if they will drop the wire and the highway crew will clean-up the tree, saving the town money. He also has been provided a price of $800 for the two trees at the Firehouse, it includes dropping them and chipping the brush.
Work order – regarding the work order from PSNH on corner of Muzzey Hill Road, Fox has not yet been told the job is complete.
Parks & Recreation Director - Molly Anfuso –
Sunset Lake Beach – Regarding the Sunset Lake Beach project, there is a problem that has come up. The area where the culvert is going to go has underbrush and small trees growing in it. Until we get permission from the State we cannot deal with the trees and/or underbrush on the shoreline. Anfuso stated she is going to call the NHDES to see if the approved permit will cover the underbrush cutting. Everything can go ahead as scheduled but the culvert cannot be installed until she hears from the DES. If more permitting is required, she may be able to have it expedited, due to the fact that we already have an approved culvert installation permit.
Playground – Anfuso had applied to the Keith Sullivan Scholarship Fund, asking the fund for assistance with playground improvements. The foundation received and accepted the application and is willing to help replace a couple pieces of equipment. She will replace the whirl. Selectmen approve this donation. She further proposed another piece, which will be ADA compliant. The second piece of playground equipment is a modern aged see-saw, that is handicapped accessible. The Keith Sullivan Foundation has indicated they will buy the ADA seats, if the Town expends the funds for the piece itself. Anfuso stated she has the funds in her budget.
The Keith Sullivan Scholarship fund is also buying the Town of Greenfield a bench. They will place a plaque on the bench, it will be installed at Oak Park, indicating the Keith Sullivan Foundation purchased the whirl.
Tree Fertilization – Anfuso has sent out Tree Fertilization bids, they are due next week.
Oak Park – Anfuso wants to meet with the Board of Selectmen next week to discuss Oak Park.
Terry Jarest - Terry Jarest extended that he was very happy with his first year with the town and further thanked the town for the clean-up at the Whittimore Cemetery. Apparently, the highway crew did the initial clean-up and TJ was able to keep up with the maintenance.
Police Chief - Brian Giammarino –
Homeland Security Grant - Giammarino has applied for binoculars for the department through this grant – He would like to request 5 pair of binoculars all of which would become a piece of equipment from the town for police officers. They would be useful for issues like speeding boats.
Officer resignation – Giammarino had received a letter from Officer Emonds stating that he was going to be taking a job in Harrisville as a part-time officer and further stating that A. W. Peters is approaching their busy time. This meant that he needed to work less hours for Greenfield. Discussion between Emonds and Giammarino resulted in Emonds resignation. However, he will be able to replace Emonds if Selectmen would like to replace him. He has a very good candidate. Giammarino provided the Selectmen with a new hire packet to review.
New Cruiser – Wanted Selectmen to know there is a possible need for replacement of the old cruiser. Norm Nickerson, who does the maintenance of the cruiser, believes we can maybe get one more year out of the old cruiser. Giammarino stated that it is well maintained and it does look great, however it is an emergency vehicle and needs to work when needed. It has over 100,000 miles on it, and its dependability is questionable.
Fire Chief Loren White stated there is a formula to be used when knowing whether or not to replace vehicles. When maintenance costs have exceeded value of the car, it is time to replace it.
Conservation Commission Chair – Karen Day
2005 Budget – Ms. Day stated that the ConCom needs to discuss the budget in a meeting, however she doesn’t think there should be much of a change.
Nothing else at the moment.
Treasurer- Aaron Kullgren
Budgetary items - Kullgren stated he wanted to applaud Chief White for stating the formula of the use and replacement of vehicles. Kullgren stated he thinks just put the cruiser in the warrant if he feels he needs it, let the voters decide. The voters look at the Selectmen for advisement, and respect their opinions.
Kullgren stated he wanted to change hats and discuss budget committee items. First he wondered who determines who the chairman of the budget committee is? It was discussed this position should be voted on in a BudCom meeting. Secondly, when department heads develop their budgets do they have a predetermined amount of salary increase provided or do they choose themselves.
Road agent Fox asked are we giving a flat rate for raises or what is the deal?
Discussion followed on budgeting process etc. Selectmen stated that in the past there has been a 3% across the board. However Dept. Heads should use the funds how they seem fair. They should come up with their budget, and present it at a meeting with explanations.
Fire Chief - Loren White –
FEMA Grant – White discussed the FEMA grant. We are listed on the FEMA website as receiving a grant in the amount of $112,000 – the Town will need to match it by 10% - Deb was instructed to double check with DRA as to how to handle this in the budget, we do not want the grant to affect the budget. Discussion followed regarding having to raise and appropriate the entire amount, which will later be offset by the grant. However, this will be double checked with the DRA and/or auditors.
Blasting Permit – White recently received a call from someone working on behalf of White Pine Builders requesting a permit for blasting. White told him we do not have one. Chief White is asking if someone else could research this – Road Agent, Fox discussed what insurance regulations are before someone can blast. Possibility of a blasting policy was discussed, would like to know the policy on the voting body having to vote on a permitting process? A proposal will be presented to the board, a fee schedule is important, abutters knowledge, emergency agencies should become knowledgeable etc….
Recycling Center Supervisor - Frank Pelkey –
Demo Dumpster - Pelkey has set it up with Monadnock to dump the demo dumpster whenever needed. That is including on a Saturday morning if necessary, the dumpster will be left empty for Tuesday. Monadnock doesn’t have an extra dumpster at this time, however when one becomes available they will leave it, allowing us access to two demo dumpsters.
Recycling Building – Pelkey stated that there is not much to report – things are going good. The building is almost complete. Biggest thing is waiting for metal for the roof, will likely be here in the morning. Everything else is going well.
Pelkey has been doing wiring for the new building, he has a local electrician overseeing the project. Mr. Rob Heslin, he is the electrician for Franklin Peirce College; Mr. Heslin lives in town and has been very helpful.
Selectman Brooks discussed the layout of the addition at the center with Mr. Pelkey. Brooks stated that the Selectmen have spoken among themselves, they have decided they would like to not put the office in the corner, as it is currently designed for. They would like to put it in the bay in the front.
Pelkey stated he didn’t think it was a feasible idea. He further stated that he needs the bays, if in the future there is additional recycling material, such as 3, 5, 7 & 9’s (plastics) down the road they can be baled together. If that is the case he can move the bay over.
Brooks expressed his concern is the utilization of floor space.
Dumas stated Pelkey knows that the Board of Selectmen have been struggling and going back and forth with this issue, they feel that they need to remove the office. Dumas asked if we could reach a compromise, they agreed to build the office last so that we can see where we stand and how things are going to work. If there is reasonable floor space when all is complete, they can consider the office at a later time.
Pelkey said he will do whatever the Board of Selectmen want him to do. He is running two main lines for electricity tomorrow.
Dumas reiterated that they would like the office not to be installed at this time, they are uncomfortable with installing it at this time, they get one opportunity at this addition and want to do it correctly the first time.
Pelkey – ok – he again said whatever they want, he will do.
Selectman Rainier had a question regarding waste oil – Rainier was wondering what has been collected in last couple years as far as used waste oil,
Pelkey – thought last year was 600 and something gallons – this year he has 640 gallons. The heater will take probably 1500 gallons/year.
Dumas looked up this figure in last years town report, it was reported that in 2004 there was 487 gallons collected. This poses a concern, if we will actually have enough oil for the heating system, which Pelkey has purchased.
Pelkey said there will be plenty of waste oil for heat.
Road Agent, Fox wanted to know how much money was going to be left over. He further asked why there are electrical charges within this budget. The original plan didn’t call for any electrical expenses.
Pelkey stated that he didn’t know why those charges had been put towards this project. The invoices were obtained; they were expenses that were approved by Mr. Pelkey, and needed to be charged to this account. Pelkey is not sure how much money is going to be left over.
Fox stated that there was supposed to be $15,000 for salary and there isn’t. The deal was they would get paid any extra funds as a bonus at the end of the project, Fox further stated it doesn’t seem like there is going to be extra funds.
Pelkey is not sure how much will be left over at this time. He believes everything has been purchased that is needed.
Town Clerk – Fran Kendall –
Elections – Mrs. Kendall wanted to discuss the elections, procedures, meals etc. for the elections. She would like to have a caterer or other arrangement than what was used this last election. She does not like the election workers leaving to go prepare the meal. It isn’t right, they then get paid twice. Once for preparing the meal and once for being an election worker. She would like as many workers as possible to be there for the election, it will be a heavy day, and election workers should remain at the polls.
Deb will ask GIVers if they would help with the meal.
Supervisors of Checklist – Salaries – Mrs. Kendall has noticed that the Supervisors of Checklist have been raising their own salary, she realizes they need to be paid more, however they need to discuss with her before and/or during the budget process. It is her budget, and she didn’t budget for 5 election workers at the rate of which was submitted. She budgeted for 3 workers. Again, she stated she knows there should be a salary increase, but not at this time. She has discussed salaries for this position with other towns, and she has some ideas and will be prepared to present them at budget time.
Selectmen support Mrs. Kendall’s recommendations.
Bookkeeper - Catherine Shaw –
2005 Budget – Shaw wanted to discuss some items to budget for – Planning Board, ConCom, Zoning and Selectmen’s Office could all utilize the new mapping program available. If these departments would like to have the upstairs computer setup we can get it set up to utilize the Civicware and Arcview programs. We could get a nice printer – not a plotter – to allow printing for the 11 x 17 maps. Will allow 911 mapping, zoning maps, planning board issues etc. Very useful to have the upstairs computer working, providing these departments would utilize it. A memo to the various departments will be sent out inquiring if this would be of interest. The computer is handy to have, and these departments really should try to use it.
Appointments:
No appointments are scheduled this evening.
On – going matters:
Recycling Bay – Recycling Bay update – reported earlier by Mr. Pelkey
Other Business:
Minutes - Selectmen accepted the minutes of September 16, 2004, Selectmen’s Meeting as written
Selectmen Approval –
· P/R & Invoices
· Letters to Oil Co.’s that bid on Fuel
· Veterans Exemption – Carl Johnson
· Abatement letter to BCH
· Vacation/benefit sheet approval – Gary Russell
· Timber Cut – A & T Forest Products (Allen Stevens)
Mail – Review misc. incoming mail
Payroll Audit – Its that time of year again for the payroll audit, Selectmen need to decide what are the plans for wages for 2005. This is important when trying to keep our insurance rates down. If you are going to do a % increase across the board you need to stick to it, and not allow for huge increases that aren’t accounted for, it affects our audit.
8:10 pm - RSA 91-A:3 II (e) – In accordance with RSA 91-A:3 II (e) motion by Selectman Brooks to enter into a non public session for the purpose of consideration or negotiation of pending claims or litigation which has been threatened in writing or filed against the Municipality or against any member thereof because of his/her membership in such body, until the claim or litigation has been fully adjudicated in otherwise settled.
Seconded by Rainier & Dumas. Voted: Rainier: Yes; Brooks, Yes; Dumas, Yes Affirmatively voted
At 8:30 pm motion by Selectman Brooks to enter out of the non-public session and to further seal the minutes.
Seconded by Rainier & Dumas. Voted: Rainier: Yes; Brooks, Yes; Dumas, Yes Affirmatively voted
Bid on Truck – There was only one bid submitted for the truck, it was submitted by Sullivan Paving – the bid was $7,400.00 – whereas the Selectmen reserved the right to accept or reject any/all bids the bid was rejected. Road Agent Fox had indicated to the Board he would like to advertise the truck in the truck buyer’s guide. He would like to get back at least what was put into the vehicle in 2003.
Motion by Selectman Dumas to not accept the bid submitted. Seconded by Selectmen Rainier and Brooks, voted; Rainier – Yes; Brooks – Yes; Dumas – Yes
With no further business, the meeting adjourned at 8:40 pm. The next scheduled Selectmen’s Meeting is Thursday, September 30, 2004 at 5:45 pm.
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