Town of Greenfield
Selectmen’s Meeting Minutes
Thursday – March 29, 2007 – 5:45 pm
Present: Selectmen - Selectwoman, Karen Day; Selectman, Aaron Kullgren; Selectman, Jarvis Adams
Administrative Assistant Debra Davidson taking minutes
Selectman Kullgren welcomed the two new BOS members. He further asked that they all work together and make ALL decisions as a BOS, he asked even if disagreements take place he would like the BOS to all get behind the decisions made and support each other.
Selectman Kullgren explained the procedures that take place at the weekly meetings.
Selectman Kullgren asked if the new BOS members had any comments or questions, there were none.
Appointments:
7:00 – Peter Hopkins –
o Peter provided the BOS with a letter he submitted, as a resident, not in any official capacity. Selectman Kullgren read the letter; the purpose of the letter was to address some concerns regarding the recycling center. Summarizing the letter; Peter addressed the recycling center as in the past, having been run under the supervision of the DPW, upon changes in personnel the recycling center became its own department, it seems that for efficiency reasons the center should again be run under the supervision of the DPW. The letter also stated the position should be placed out to bid.
o Peter provided an appointment for Charlie Stephenson to be a Deputy Health Officer. There will be two deputy health officers.
Selectmen signed the appointment
o Lastly, Peter discussed the building permit concerns he has for the property on Higgins Lane. He provided the new BOS with a brief history of the situation, the property being located off Camp Winnimac Road, on the Bennington/Greenfield town line. It is located on a private road, called Higgins Lane; Peter continued discussing the situation the Leguerre’s are in at the moment. He asked about the various options for granting the permit for a property that is a vacant lot, located between two lots with camps on them, on a private road. He has spoken to Town Counsel, John Teague – though Greenfield has never given building permits on private roads,
then Peter retracted that statement thinking of Crotched Mtn., all Crotched Mtn. properties are on private roads. John Teague advised not to issue the permit, LGC didn’t indicate either way. In reading the RSA Peter understands it should be brought before the Planning Board and they will come up with an arrangement. Peter would recommend bringing it before the Planning Board, the statute to reference is RSA 674:41
Planning Board Chair, Dario Carrara addressed the BOS in commenting that they set the policy about building on private or Class VI Roads.
Peter stated that the decision on this property needs to be considered as an individual incident, not based on any precedent.
Catherine Shaw commented that the Cart Lane property was a Class VI Road, and the building permit was denied.
Selectman Kullgren stated that he would like to table the discussion until Tuesday. Then he would know what to go before the Planning Board with.
Peter stated he isn’t asking for a signature on the building permit, he is asking if the BOS wants him to bring it before the Planning Board.
7:20 – TRC Chair, Neal Brown– To represent the recycling center committee; Mr. Brown commented that he was surprised with the letter from Peter Hopkins.
Mr. Brown stated that some years ago, the words landfill and recycling were used in the same sentence. Mr. Brown stated he is not supportive of Peter Hopkins letter or recommendation to advertise the position and/or put the position under the supervision of the DPW.
Deb Davidson asked if the position could have more hours open to the public. Mr. Brown stated that is exactly what he is talking about, the center needs to have changes and that is one of them.
Selectman Kullgren commented that the BOS set policy as well as, job descriptions. The duty definition has not yet been addressed, once it is, they can go from there. Selectman Kullgren stated he wants to discuss this with the BOS before any decisions be made.
Mr. Brown asked if the BOS wants advice from the advisory committee?
Selectman Kullgren asked that it be on record, he has some concerns of a department head being led by an advisory committee and not presenting things himself.
Discussion followed –
Mr. Brown asked about the newly created 10 hr./week position, and he asked if the position could be stalled if the volunteers could be used and utilize the funds to amortize the funding for the purchase of a Skid-steer. The GRC do not feel there is a need to advertise the position, at this time, they can utilize the volunteers.
Discussion followed – Administrative Assistant, Deb Davidson noted the Skid-steer was voted down at town meeting; it is not ok to spend the funds that were noted for a part-time position for the purchase of a Skid-steer that the voters did not approve.
Mr. Brown feels that the funds could be used.
Discussion followed – No decision was made regarding this request at this time.
Mr. Brown asked if it would be possible to allow the recycling center model to be visible for the public to see at the Town Office.
Selectman Kullgren stated that his last communication with Frank Pelkey, Recycling Supervisor was he was not comfortable with the plans. Kullgren stated he would like the Supervisor to address the BOS before they make a decision on this request.
Myron Steere addressed the BOS, stating:
o Newly created job – Mr. Steere stated he would suggest the BOS discuss the position & if they are going to advertise it or not
The Administrative Assistant asked to address the BOS with the following:
o Used Oil Grant – Administrative Assistant asked why we are transporting used oil, she explained that the grant is for “Do It Yourself” used oil, we are not supposed to transport oil, the grant clearly states what DIY is. This is a hazardous waste liability for the town. Selectmen asked for the Dept. Head to provide a response by the next meeting to this question.
Not on agenda but in the audience:
Dario Carrara stated he will fully support the BOS and wants to do anything he can to help out. He is the Chairman for the Planning Board.
John Hopkins at a later date the Oak Park Committee & Trails Association would like to sit down with the selectmen and discuss goals; He further congratulated the two new selectmen
“New BOS” Business:
o Elect Chairman – Selectman Adams motioned to elect Selectman Kullgren as the chairman. Seconded by Selectwoman Day – no discussion – voted affirmatively – Selectman Kullgren nominated as the Chair for the ensuing year.
o Set Meeting Date(s)/Schedule – Discussion followed regarding meeting dates & schedules – Selectman Kullgren recommended having a working session only on Thursday between 8:30 am – 9:30 am. Appointment meetings will be held on Tuesdays at 6:00 pm – 9:00 pm. Selectwoman Day & Selectman Adams support this recommendation, meetings will be as recommended.
o Other BOS(s) position - Planning Board (Selectmen’s Rep); Selectman’s Advisory Committee – Selectman Kullgren volunteered for this position; Selectman Adams indicated he would like the position as Planning Board rep., he is aware the meetings are the 2nd & 4th Mondays of each month. All were in favor of these Selectmen being the ex-officio for the various boards. The Administrative Assistant discussed the importance of, and encouraged the BOS to participate in the courses offered by the Local Government Center (LGC). They all indicated they would do this.
o Knowing the Territory - Selectman Kullgren encouraged the BOS to get a copy of and read the book “Knowing the Territory”; this book has a lot of useful legal information for new and old Selectmen.
o Code of Conduct – Selectman Kullgren said that the purpose of this document is to allow the BOS knowledge of proper ethical behaviors as a public official. Selectman Adams asked if these codes were ever in place in the past, it was noted they were not. Selectman Adams further stated he had concerns about the area referencing “No representative shall benefit personally from his decisions or actions”. Selectman Adams discussed how the legislature handles situations in which a personal gain can happen, complete exposure is expected.
Selectman Kullgren recommended we move the code of conduct with the “No representative shall benefit personally from his decisions or actions” be removed until the Administrative Assistant discusses this with the LGC.
Motion to accept the code of conduct with “No representative shall benefit personally from his decisions or actions” be removed. Seconded by Selectman Day; No discussion
Voted: Affirmatively - all in favor
It shall be amended upon the discovery of the advice of the LGC.
o Rules of Order for Selectmen’s Meetings – Selectman Kullgren discussed this document; brief discussion followed – Selectwoman Day asked about conflict of her compiling The Spirit & being Selectwoman, Selectwoman Day asked if personal benefit line be removed until clarification from LGC is provided. Selectman Kullgren signed rules of order for meetings, noting the line Selectwoman Day requested be removed until advice from the LGC.
Administrative Assistant, Deb Davidson asked if a Selectman could also be a town employee, whereas they would in essence be signing their own checks. This will be looked into.
o Selectmen’s Meeting –
o Minutes – Selectman Kullgren discussed the importance of the Administrative Assistant being able to participate in the meeting and hiring someone to take minutes. Selectman Kullgren & Selectwoman Day stated they would forfeit their stipend to provide the funds for a minute taker. Selectman Adams stated he would consider a portion of his stipend. Administrative Assistant was instructed to come up with some sort of an advertisement and move as fast as we can on this. This shall remain on the agenda until resolved -
o Discuss “completed action(s) list” – Selectman Kullgren discussed he would like to have a running completed action list; this will allow the BOS to refer back to the accomplishments throughout the year.
o Discuss “to do list (tabled items)” – Deadlines to complete by, several long-standing items, this would keep the BOS on track with projects and deadlines they need to meet.
o Open positions on town committees/boards – There are currently 2 positions for the budget advisory committee & library trustee for one year; Planning Board Chair, Dario Carrara addressed the BOS and asked what the town voted on allowing for alternates for the Planning Board. No one knew for sure, Administrative Assistant would look into what the town voted. Selectman Kullgren asked Myron Steer to encourage the BAC to consider Paul Cowled for the position on the BAC. Selectman Kullgren also asked the same of the Planning Board, to consider Bob Jennings. It shall be noted that Karen Day formally resigned from the position of the BAC.
o Town Clock –Winding & care of the clock was discussed, Selectman Adams will continue to be responsible for the winding & care of the clock. He will contact George Rainier as to who oiled the clock in the past.
o Legal Matters – Ongoing legal matters for new BOS update
o Trial for American Steel – Scheduled for April 10th, Manchester, Superior Court, Attorney Teague would like to have Selectmen present. Verify time for next Tuesday. Remain on agenda
o Deeding of properties -
o Robert Geisel -
o Discuss meeting schedule for Town Departments & Other Committees/Boards
o Church Lease – Pre 3/14/2006 draft – BOS discussed inviting the Church Leadership Committee to a meeting to discuss the pre-town meeting ’06 – as per the warrant article from Kent Vincent. Administrative Assistant is to check with LGC about the legality of the warrant article itself and report to the BOS. She was further instructed to ask the leadership team if they would like town counsel present for the meeting.
o Crotched Mtn. Lease – Brief discussion of the old town office building and the agreement between Crotched Mtn. and the town.
o Review Warrant from 3/23/07 Town Meeting – Selectman Kullgren reviewed the warrant and went over changes to budgets as were approved at Town Meeting
Library Wages – Discussion of having the Trustees meet with the board on a Tuesday to discuss the changes to their budget followed.
Selectman Kullgren wanted it on record that the he is uncomfortable with the fact that after acceptance of the amended budget at Town Meeting, the librarians did not receive a COLA, as did all other employees.
Selectman Day would like to wait until Maryanne Grant is back to be able to participate in the discussion.
Part Time General Government Building Maintanence (5 hours/week) – to be advertised in The Spirit
Highway Budget – tabled until a later date
Full Time Recycling Attendant – tabled until a later date
Part Time Recycle Helper – tabled until a later date
o Reports to be sent to the DRA
MS-2 - Approved budget by town meeting vote – This will be available for the next meeting, BOS have copies in their file to review. Myron Steere asked if copies could be provided to the BAC – Selectman Kullgren stated yes, as soon as the BAC chooses the Chairman of the BAC is, a copy will be sent to him/her.
MS-11 (Newly elected officials) -
On-going matters:
WW monitoring wells – Selectmen asked that this remain on the agenda until it is resolved – Underwood Engineers was here this week getting ready and doing soil samples
Flood Plain Ordinance – Selectmen asked that this remain on the agenda until it is resolved. Dario said this is going to be addressed soon – a public hearing on this matter must be held, as soon as possible.
Town Trash Pick-up – Selectmen asked that this remain on the agenda until it is resolved –
Recycle Brochure – Selectmen asked that this remain on the agenda until it is resolved – Copies will be provided to the new BOS for the meeting next week.
Other Business:
Monadnock Security – Reviewed the Monadnock Security call list – Selectmen will have the new list for Tuesday
LGC – Reviewed recommendations from the Local Government Center regarding town building concerns – this was tabled until a later date
Misc. Mail –
Minutes – Reviewed minutes of 3/22/07 Selectmen’s Meeting, these minutes will be available for review again next week.
Printing – Discuss the purchase of Adobe Illustrator and doing the Spirit & Town Report in house – Remain on the agenda, Selectmen did not have an opportunity to discuss this completely.
Treasurer –
o New Procedures – Treasurer making weekly deposits
o Meetings – She cannot attend any Thursday meetings
o Check signing – she must sign checks either Thursday or Friday early am
o Deputy Treasurer
Catherine Shaw addressed the new policies and procedures and discussed that Dave Clukay (Town Auditor) explained the Treasurer should not be using the same software that the town office uses.
E-mail – The central office needs Selectman Adam’s e-mail address again, an e-mail was sent and it was kicked back.
Public Manager Program – Administrative Assistant would like to take this course, Selectman Kullgren signed the application.
Hazardous Mitigation Plan – A meeting is scheduled for Tuesday, April 10 – between the hours of 2:30 – 5:30 with SWRPC, at the town office – Peter Hopkins, Jim Plourde, Brian Giammarino, Duffy Fox, a representative from the ConCom, Planning Board & a Selectman should all be in attendance. This will remain on the agenda for discussion next week.
With no further business Selectmen adjourned the meeting at 9:25 pm. The next scheduled meeting is Tuesday, April 3, 2007 at 6:00 pm
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