Town of Greenfield
Selectmen’s Meeting Minutes
Thursday – October 26, 2006 – 5:45 pm
Present: Selectmen - Chairman, Conrad Dumas; Selectman, Aaron Kullgren; Selectman George Rainier
Selectman Dumas called the meeting to order at 5:45 pm
Debra Davidson, A.A. taking minutes
Appointments:
5:50 – In accordance with RSA 91A:3 II (c ) motion by Selectman Dumas to enter into a non-public session. Seconded by Selectmen Kullgren & Rainier.
6:00 – Motion by Selectman Dumas to come out of the non-public session and to further seal the minutes. Seconded by Selectmen Kullgren & Rainier.
Action: Motion by Selectman Rainier to deny the recommended request for financial assistance, as proposed by the Welfare Director. There was no second. No discussion.
Motion by Selectman Dumas to pay the amount authorized by the Welfare Director, however not to release the funds until credit counseling and a forbearance agreement has been agreed upon, there is to be proof that the requirements are actually in place. Seconded by Selectman Kullgren.
Discussion – Selectman Rainier discussed his reluctance to this request, as this family has never actually maintained their agreements in the past.
Vote: Selectman Dumas, Yes; Selectman Kullgren, Yes; Selectman Rainier, Yes. Affirmative vote.
6:00 – Conservation Commission - Karen Day, Chair of the Con. Com. presented their budget. Ms. Day indicated she has submitted the same budget that they had last year, with the only change being computer support & maintenance and computer software. This is justified because all departments split those costs. Selectman Kullgren asked if she will continue with the roadside roundup. Karen stated they will do it again. Also she discussed the Natural Resource Index; that will be followed up with again, as well.
6:10 – Recycling – Frank Pelkey opened by commenting that the proposed 2007 recycle budget is increased and also that there are no funds available for hazardous waste day reimbursement. Frank stated he is going to talk with Duncan Watson of Keene, to see how he will work with us as far as allowing Greenfield to participate in the hazardous waste day that will be held in Keene. Frank thinks it is important to have a hazardous waste day in 2007, many residents have been asking about it.
Selectman Rainier asked what the cost to Bennington is to participate with Keene. Frank indicated he did not know, however Kent Vincent stated it was $1600.00.
Frank brought to the Selectmen’s attention that part–time wages have increase to allow for someone to be there with him an additional 10 hours/week; the Recycle Committee budgeted for Frank to be full time; Selectman Rainier asked why equipment repairs & maintenance is so high, Frank stated to repair the forklift. Selectman Dumas asked if we fix the forklift this year what would the value of the forklift be. Frank stated approximately $3,500.00; Selectman Rainier asked what the advertising is for, especially since it hasn’t been used. Frank said for signage, he further indicated that NRRA will provide pamphlets to hand out explaining different recycling aspects if there is proper signage available.
Selectman Rainier asked why the line item for baling wire is still $1,000.00 and why hadn’t it been purchased yet. Frank responded he just received an invoice, and that the gay lords need to be purchased and are paid for through that line item. He does need to renegotiate the contract.
Selectman Rainier asked what the line item for $500.00 for heating fuel is for, it was the understanding there was more than enough used oil to burn. Frank stated in case of a problem he would like to have it as a back up. Selectman Kullgren asked about the used oil collection grant for $2500.00. Frank said that is the grant that will pay for anything that is purchased for used oil collection.
Selectman Dumas discussed the fact of there being concern about the forklift and the safety of it. Dumas asked the recycle committee how they feel about the forklift’s condition. Kent Vincent replied by saying he does not think it is worth spending the funds to do the repairs. Mr. Vincent indicated he has spoken with the Road Agent; Duffy Fox & Frank both who said it isn’t worth repairing.
Selectman Kullgren wanted to know how much is repair & how much is maintenance in that particular line item. Frank said he is responsible for the repair to the loader, the truck and the forklift. Selectman Rainier commented it always gets back to the truck, he further asked does the truck get used. Frank said yes.
Warrant articles – Selectmen asked Frank if he had any warrant articles, he does and they are as follows:
· Loading dock - $8,000 – New Hampshire The Beautiful grant may pay up to 50%;
· 2 used box cars - $3,000 – New Hampshire The Beautiful grant may pay up to 50%;
The purpose of the box car is for storage.
· Skid Steer Loader - $25,000.00 – New Hampshire The Beautiful grant may also pay up to 50%; Selectmen would like to have a clear idea of how to write the warrant article, they need a factual figure not a guess. Neal Brown indicated 40% would be a safe figure to use.
Total warrant articles for the Recycle Center equal $36,000, with 50% funding being a grant and 50% taxation
Selectman Kullgren asked if the Skid Steer would be replacing another piece of equipment – Frank said yes, it would replace the forklift.
Selectman Rainier asked about the tires on the Skid Steer – Frank said they are a little more expensive but they are solid tires, much better for the recycle center.
Selectman Dumas encouraged any/all of the committee members to come back to an open Selectmen’s meeting before the December 7th meeting with Dept. Heads and the Budget Committee.
Selectman Rainier asked about the recycle center master plan. Kent Vincent & Neal Brown responded by saying that Myron Steere has developed a master plan, however they cannot provide the Selectmen with a copy at this time. The master plan is contingent upon when departments can work together and if we, the Town, can receive funding.
6:30 – ZBA – John Gryval stated the ZBA was looking to leave the budget flat, however the legal fees will need to be increased due to a pending lawsuit. Selectman Dumas stated the legal funds need to be closely tracked before final budget is determined. Selectman Kullgren asked about clerical wages; Gryval indicated the clerical wages will remain the same because of the dedication of the current secretary. Tax map expenses are split among the different departments.
6:45 – Code Officer – Peter Hopkins stated his budget is down approximately $1,000.00 he doesn’t know what to estimate for the revenues. Building permits are down significantly. He will not need new code books. He has budgeted $200 for education/conventions for a three-day seminar, the seminar is sponsored by New England Building Officials; Hopkins stated the seminar is $600.00 and he splits the cost between Greenfield, Bennington & Hancock.
7:00 – Library – Selectman Kullgren asked if they are intending to finish using the funds approved for purchasing new periodicals. Librarian Gail Smith stated they will be using it. Library Trustee, Maryann Grant discussed they have reduced building repairs & maintenance to $2,100. Gail discussed the computer at the main desk needs to be replaced.
Selectman Kullgren asked about the part-time wage increase. Gail explained there are two extra hours/week for the Librarian & Children’s Librarian. Maryanne Grant indicated that the wages include 3% increase for all employees, not including the 2 extra hours.
Maryanne further discussed that though the programs/entertainment have increased by $100.00 they could be increased more. The children’s librarian is very enthusiastic and programs will increase.
Selectman Rainier asked about completion of the downstairs room. Should the heating be increased if this room is complete during the winter months? Maryanne discussed she doesn’t think that it will need to be increased in 2007. They have signage, bookshelves etc. that they have received for free. Further discussion that the Friends of the Library have very successfully obtained funds for various programs.
Administrative Assistant reminded the trustees that they need to spend the 2006 warrant article in 2007; Selectmen have encumbered the remaining funds, if they are not used in 2007 they go back to the general fund.
7:15 – Planning Board – No one was able to report on the budget, however other than legal fees, the budget remains flat.
7:30 – Fire Dept. – Chief White discussed his proposed budget, which remains relatively flat. Selectman Dumas asked about the electricity increase, Loren indicated the line item will be increased at some point to reflect the rate increases. Also the electricity to the generator runs periodically to assure it is running properly.
Equipment & equipment replacement - both of these lines went down; equipment is in great working condition and doesn’t need replacement.
Medical Supplies – the department is expecting to increase ranks, which will involve purchasing some consumables. There may be occasion when we need to replace some expired items. Monadnock Community Hospital is working with the town to efficiently replace expired items.
Mutual aid – no figures yet
Warrant Articles:
· $14,375.00 for 30 pages with chargers and cases & spare batteries
· $5,000 for replacement hoses
· $295,000 – new fire truck – 5% to town 95% grant.
Vehicle repair & maintenance - $2500.00 was discussed, this will be for exhaust, suspension etc. basically any unplanned maintenance, Moto does the repairs. Discussion of putting the replacement hoses in the budget rather than as a warrant article, this will be considered and possibly changed.
Selectman Dumas asked for a short summary of the ambulance concerns with Peterborough; Loren stated the Town of Peterborough is working towards resolving the concerns internally. They are hoping to use neighboring towns to man the station; you would not need to be a resident. Peterborough is expecting an increase in their operating budget by increasing 3 personnel again, they are hopeful that this will be resolved internally.
Loren discussed matters pertaining to a hazard plan, there may be some expenditures to plan for, it may not need to be in effect but in the event it is needed, we need to be prepared to plan for supplies that may be needed if we need to prepare for inoculations. Discussion of what type of account would be needed (i.e. Capital Reserve or a revolving account). We should consider setting up an account for a hazardous account/emergency management etc.
Administrative Assistant and Loren will work on if funds become available, what would be the best way to write a warrant article.
7:00 – Parks & Recreation – Molly discussed her budget
Building repairs & maintenance – this was left blank intentionally, there is a bat problem in the new building and she is getting prices on the best way to take care of the problem. The good news is she can take care of it out of the 2006 budgets; she is anticipating $1,000;
Grounds Maintenance – need to include $2000
Life Guards - lifeguard wages went down
Rental Fees - Molly discussed the maintenance fee for the new building is included in the rental fees, to be put into the revolving account. Will offset any expenses. Molly cleans the building – the time is included in the 25 hrs/wk she works.
Selectman Rainier asked about the injuries that have happened at the park over the summer; does Pop Warner pay for the rescue or do the tax payers. Molly responded the rescue is a volunteer organization and no one pays.
Selectman Kullgren asked about the telephone, Molly stated it should be the same; it includes her phone and the phone lines at Oak Park.
7:50 – Highway – Prior to presenting the highway budget Selectman Kullgren asked Road Agent, Fox if he had given his advice that the forklift was 100% safe for what they are using it for. Duffy stated he never made that statement; he is on a subcommittee investigating the difference of the Skid Steer or a fork lift.
Road reconstruction - this line item increased due to increased fuel charges. Fox reported that the Rand Brook Bridge needs to be replaced, the federal funds are not very accessible at this time due to the damage in Alstead last year, and therefore he was anticipating using Road Reconstruction funds to replace the bridge. The Bridge will be closed for quite some time.
Selectman Kullgren asked Fox to talk about drainage material; Fox left that line item the same because the increase was because of the mother’s day flooding, prices will be going up but he does believe he has enough pipe.
Warrant article:
· $110,000 for a loader. Fox reported he has spoken to six different dealers and has received 2 quotes so far. To replace the 1978 CAT 920 - Fox has discussed purchasing a used one, there are only two companies that maintain a lease with used equipment and a trade in. CAT would be the best deal at this time; they are also the closest. Selectman Dumas asked what the life expectancy would be of this piece of equipment. Fox said about the same as the one we have. The used price is about 20k less than a new one.
Selectman Dumas asked Deb to prepare a sheet with the other financed items and when the financing on each piece of equipment ends
Blast Rock - Fox reported that he received a gift from Crotched Mountain of the blast rock from a project they are doing. It will come in handy as the Town will need some of that for the culvert projects, he will bring in a crusher to crush it, it would be paid for out of gravel processing it will be a savings of approximately $4-6$/yard to process.
School House Road Driveway – Selectmen discussed whose responsibility is it to appeal the matter that the driveway does not conform to regulations. Enforcement of this problem is handled by the BOS by acting with duly authorized representatives. However, in accordance with the Town Subdivision Regulations, if someone is aggrieved by an official action of the Board, may appeal to the Superior Court as provided by RSA 36:34. Discussion followed of options for the possible change to the driveway they are being either put more gravel 1 ½ ‘ on the town road or reconfigure the driveway are the two options.
Action: A letter will to be mailed; Administrative Assistant will call Mr. Johnson and let him know this ahead of time.
8:30 – Police – Brian reviewed his budget; the Police need new computers, they were here prior to his employment and are very old and slow, they are continually rebooting them and he is concerned of losing data. Selectman Kullgren asked if he could use the equipment funds to purchase a new computer in 2006. Chief Giammarino said he probably could but it was for vests, he did receive a grant to purchase two new vests. He said he could use personal equipment, there is $1,500 remaining in the line item
Giammarino reported he received a grant for approximately $18,000; with the grant he was able to purchase two laptops for the cruiser, new light bars, new radar systems for both cruisers.
8:25 – Town Clerk – Dee Sleeper discussed the Financial Administration, the only change in the budget is due to the elections, there are more elections in 2007. Computer costs are up because everything is going to be through the state.
Other Business:
· A/P approval
· Minutes - minutes of 10/19/06 were not accepted as written, minor punctuation changes will be made before they will be accepted.
· Francestown Sand & Gravel Invoice – The Administrative Assistant reported the town is unable to back charge SCI for the work Francestown Sand & Gravel did at the Industries. Whoever authorized the work did not offer SCI the opportunity to do the work, the contract with SCI reads any change orders need to be offered to the contractor first if we intend to back charge the contractor. Discussion followed, Duffy and/or Deb will talk to Francestown Sand & Gravel about this.
· Catch Basin @ Carbees - This was tabled until the next Selectman’s Meeting.
· Fork Lift Breaks – Selectman Dumas asked Deb to do a follow up on Fork lift breaks – Deb spoke with the Chairman of the Safety Committee, who stated he thought it was really out of the scope of the intent of the committee to make determinations such as this, however his opinion for liability reasons, it should not be used and should have a lock out tag placed on it until it is repaired. Deb spoke with the LGC Property Liability they cannot give an opinion on this, however if there was ever a claim and it was discovered that proper maintenance had not been implemented, they would deny the claim. They would ask for a maintenance log, anytime a claim is made
with a town piece of equipment.
· Abatement – McKlusky – assessor error, condition change from 110 back to 100 –
· Election day - Selectmen signed the notice of time and place for elections on November 7th.
· Data Verification – Chairman Dumas signed the verification of data provided by the auditor.
· Intent to Cut – Mathewson – R1-Lot 1-2,-3
With no further business the Selectmen adjourned the meeting at 9:00 pm. The next scheduled meeting will be Thursday, November 2, 2006 at 5:45 pm
| 
