Town of Greenfield
Selectmen’s Meeting Minutes
Tuesday – April 17, 2007 – 6:08 pm
Present: Selectmen - Selectwoman, Karen Day; Chairman, Aaron Kullgren; Selectman, Jarvis Adams, IV
Debra Davidson, A.A. taking minutes
Selectman Kullgren called the meeting to order at 6:08 pm
Appointments:
6:15 - Jon Duhamel, Avitar Assoc. & Sam Green, D.R.A. –
Jon Duhamel & Sam Green introduced themselves to the Board of Selectmen – Mr. Duhamel started by saying he is the district manager for Avitar Associates. The two contracts the Town has with Avitar were reviewed briefly and discussed. Mr. Duhamel stated that he buttoned up the general assessing for 2006 today, as soon as the data entry is complete, the first tax bill will be set to be mailed out.
The 2nd contract was discussed, this contract is for statistical update work, and it is based on 25% of property assessments randomly being selected. We were budgeted for a statistical update this year that is not being done; we are on schedule with our 2009 reval. the equalized rate is good at this time. The Town of Greenfield has an equalized rate of 102.4% – anywhere between 90-110 is acceptable. Mr. Duhamel stated he would be surprised if we go above 110 in 2008.
Sam Green, works for the DRA in the appraisal division – He went on to say the DRA used to do appraisals, in 2000 they decided not to do appraisal any longer. This decision was made based on the Claremont decision. Rather than be involved with the appraisals themselves, the DRA follow-up on the assessing standard board (ASB) – making sure that all towns stay within the ASB guidelines – they monitor the work of the various assessing companies, they will sample 12-15 of the 25% that Mr. Duhamel actually appraises. They provide a report to the Selectmen when everything is all complete. He explained the point system that the DRA uses, cyclical properties, and the fact that the other half of their job is to assure that Deb & Catherine are doing their jobs. Each town is on a 5-year cycle, they
check every bit of work for accuracy. They review the town employee work and help to rectify any inadequacies. With regards to the revised inventory program, the equalized ratio and contracted employee list needs to be on file, periodic review of exemptions & credits is also reviewed. The DRA job is to critique assessing practices and review for accuracy. They reviewed the 2005 update and everything was ok. If there was an area of concern the DRA would have pointed it out, but the update faired very well.
Sam explained the two-year cycle and those we are in good shape. He further provided the statistics to the board. He explained the median ratio, the equalized value for school funding, county, state etc.; we are being adjusted at 100% for 2006. The median ratio is the best figure to analyze assessments; the Town of Greenfield is a little bit over assessed at this point but well within the acceptable margin. He further explained the means of determining acceptable sales. With regards to the C.O.D., also known as the co-efficient of dispersion of sales that where used, 11% were within the acceptable sales. The PRD was explained as the likelihood of over/under priced assessments. We are within a very good level with a 102; most properties are likely to be assessed adequately in the Town of Greenfield.
Selectman Kullgren discussed he loves statistics – he would love to have Mr. Green come back at least once a year. Kullgren asked if other towns aren’t as vigilant as we are, how does that affect the cooperative town.
Mr. Green responded the easy answer is that with 9 towns in ConVal, they are consistently being monitored with one assessing firm. The review is a positive procedure, within that when they are reviewed the towns are all relatively close in their statistical data.
Carbee’s lot – Catherine explained the two deeds, one tax card with Mr. Green. The Carbee’s want to sell the store and keep the apartments, they have tax liens that go back to 1994 – the concerns are with the sale, deeding, assessing etc? Mr. Green’s recommendation was to contact Sandra Rourke at the DRA, or the other choice would be Barbara Robertson. They can help the tax issues, he really only does assessment work.
Selectwoman Day wants to know how many towns are in compliant and get it in writing.
6:30 Finance Meeting – Catherine explained we will need to reschedule because there were several who could not attend. The following recommendations were a result of the auditor recommendations and further the central office would like to implement these procedures:
· New record keeping procedures – Treasurer keeping her own set of books, separate than that of the books kept by the central office
· Treasurer making all deposits -
· Bookkeeper entering all receipts in QB -
· Office space for Treasurer -
· Schedule monthly finance meetings with the Board – This was discussed that it would be good to have this meeting with everyone that is involved, (i.e. tax collector, town clerk and treasurer all getting together at one time) Parks & Rec. Director, Molly Anfuso is here at the moment, she asked if they could discuss the revolving account. Molly reiterated that someone is entering the deposits separately. The next meeting will be with Vachon & Clukay, Molly, Treasurer, and the Deputy Treasurer
· T.A.N. – Treasurer, Linda Nickerson stated she was concerned about the amount of the remainder of the TAN; it doesn’t appear there are enough funds to pay the bills. The tax bills won’t be out until June. It was discussed that if we need, we may be able to request additional funds from Ocean National with doing a projection. The pagers need to be ordered, the company won’t order the pagers without prepayment. Discussion of how busy the town office has been and the need to get the assessing work completed in order to get the tax bills out. There is a lot of data entry to
7:00 Al Burtt – Abatement Appeal – Mr. Burtt welcomed the new Selectmen. Mr. Burtt went on to ask about the contract with Avitar, specifically page 2-section d; his request to the board is before he agrees to settle an abatement for Mr. Burtt, he wants to know how many hours have been invested in his abatement at $65.00/hr. He stated that Avitar admitted to an error, he doesn’t think we should pay them for correcting an error. Also, he asked about the hourly consulting rates, why do we pay the company $170.00/hour to go to Concord to settle their mistake.
On another note, Mr. Burtt asked if a member of the Board of Selectmen still meets with the school. Selectman Kullgren responded that yes, he is the representative for the town.
Mr. Burtt “would like to have the school board rep find out why we are paying a person six months salary who is not even allowed into the building”.
Administrative Assistant asked Mr. Burtt to clarify this statement; she wasn’t sure what he was talking about.
Mr. Burtt stated there is a superintendent that is receiving, and has been receiving, a salary for 1 year and is not allowed into the buildings.
The Administrative Assistant will call Mr. Burtt with the hours that have been put into his abatement and if there are any costs that were associated with the abatement. If he is not there she will leave a message.
Jon Duhamel stated to Catherine, that he will make a recommendation about Mr. Burtt’s abatement in writing, he will also put in writing the exact number of hours that have been invested into Mr. Burtt’s appeal, however it is a contracted price, it is not billed separately.
7:15 Karla Allen, Town Forester – To discuss upgrading the Class VI portion of Old Lyndeborough Mountain Road for purposes of allowing Don Hardwick to log the land he recently purchased. The property identified as, Mr. Donald Hardwick of Francestown purchased R9-29. Mr. Hardwick would like to log the property. The lot is in both Greenfield and Lyndeborough; Mr. Hardwick wants to use the Greenfield side to remove the logs. Our D.P.W. has no say over Class VI roads, it is the Boards decision. The road is completely washed out and she strongly urges the board to walk the property. The road is beyond Karla’s scope and she believes we need an engineer to advise us of how to proceed. Karla further stated she does not think the town should bear the burden of this expense; Lyndeborough could
also help with the cost associated with the engineer. Typically this logger does a very thin logging and then sets it up for subdivision. This is a steep property and she feels strongly that it requires an engineering plan.
Selectman Kullgren reiterated Mr. Hardwick has purchased the property has approached the Town Forester Karla Allen, about improving the road for logging access.
Karla stated that the road currently looks like a riverbed and only putting a small amount of gravel will not help it. The entry point is in Lyndeborough, not in Greenfield.
Selectman Adams asked that isn’t it usually a loggers intent to only upgrade a minimal amount of the road.
Karla stated that yes; but this road is so eroded that it won’t support minimal amount of gravel.
Decision: Selectmen will walk the road with Karla & Kevin O’Connell, they will also invite the Selectmen from Lyndeborough to walk the road as well. Walk will take place on Sunday, April 22 at 8:00 in the am or after 2:00 on Sunday the 22nd. Administrative Assistant will contact Lyndeborough TA and get in touch with all the parties to make arrangements.
Kullgren stated he wanted it noted that Karla did the right thing and wanted it noted that she did a good job last week with the logger on New Boston Road.
7:40 – Planning Board and ZBA Rep., Kevin O’Connell asked the BOS for permission to contact town counsel, he has spoken with LGC counsel referencing the allowance of building on a non-town maintained road. His question is, “can the BOS authorize a building permit if it is in violation of zoning ordinances”. The BOS is essentially granting a variance, which they do not have the authority to do.
The BOS asked the Planning Board to comment on the matter, the Planning Board did not choose to comment. The ZBA could take this to an appeal, Kevin would like clarification.
Kullgren stated that the BOS has knowledge that Mr. McMartin has sent the release of municipal liability to John Teague.
Kevin referred to RSA 674:41-3 –
Selectmen were all in agreement and gave O’Connell authorization to contact town counsel to discuss the matters, which were here in discussed. He will also discuss the abandonment of a Class VI road and the town’s responsibility of an abutting town if damages occur in that town.
Resident, Roger Lessard suggested memos to have a signature page, this would assure all departments are aware of all memos.
7:30 – Budget Review – Selectmen did not have time to review the budget tonight
8:00- Non-Public Session per RSA 91-A:3 II (a) – Personnel – this non-public was postponed until later in the evening.
In accordance with RSA 91-A:3 II (a) Personnel - At 10:30 pm, motion by Selectman Kullgren to enter into a non-public session, seconded by Selectmen Adams & Day. Voted affirmatively.
At 11:00 pm, motion by Selectman Kullgren to enter out of the non-public session and to further seal the minutes, seconded by Adams & Day. Voted affirmatively.
Decision: To set a policy regarding Dept. Heads not creating positions or giving raises to employees without selectmen’s approval.
8:45 - Recycle Committee – Kent Vincent, Roger Lessard, Neal Brown, Candi Fowler were all present. They were here to discuss a management plan for the recycle center. Mr. Vincent stated they are as frustrated as is everyone with how slowly things have progressed. They are a month past town meeting, but they want to address what is in realty to the situation.
The committee believes everyone has micro-managed the department; consequently the system isn’t being managed. They would like to see the BOS manage the Recycle Center. They would appoint a Chief Executive; they would act as a liaison between the department & the BOS. In the opinion of the Committee, they are the best group to do that. They can accomplish everything wanted by the town if they have the authority to do this with the supervision of the BOS.
Selectman Kullgren asked what the philosophical questions were the committee has?
Mr. Vincent stated that the majority of the questions should be addressed in non-public. Due to the fact there are sensitive issues to discuss.
At 9:00 pm motion by Selectman Day to enter into a Non-Public Session per RSA 91-A:3 II (c) – Seconded by Adams.
No discussion –
Voted: Voted: Day & Adams Yes; Kullgren No
9:12 – Motion by Day to enter out of non-public and to further seal the minutes. Seconded by Adams & Kullgren. No discussion – voted in the affirmative.
No decision made at this time
Selectman Kullgren discussed a letter that Neal Brown sent to Aaron via e-mail. It has not yet been entered into the record, at this time it was now brought to the attention of the other two board of selectmen. They had seen this letter. No decisions were made regarding the letter.
Budget Advisory Committee – (this was not on the agenda) Budget Advisory Committee members Steere, Dodge & Nickerson came before the board to discuss the following:
John Erdman – appointed BAC member
Ken t Vincent – appointed BAC member – acting secretary
Paul Cowled – appointed BAC member (elected position)
Bruce Dodge is Chairman for the 2007 budget cycle -
Mr. Dodge asked if the board wants to work closely with the BAC that the committee meets on the 2nd Tuesdays of each month. If this is a conflict with the BOS, can they make an adjustment for the budget committee? The BAC wants to meet with the BOS to explain their budget and their intentions for the year. Bruce provided a document, which Selectman Kullgren read; discussing what/how budget committee will handle themselves in the next year.
Kullgren stated that he is supportive of this.
Selectwoman Day suggested the BAC meet and make a list of priorities, and work with department heads. Their goal is to go to town meeting in agreement with the BOS and not with any animosity. Selectman Kullgren suggested that they put the piece of education in their vision, not just the town portion of expenses.
Discussion followed –
Mr. Steere provided a copy of the insert from the Keene Sentinel - will see if we can get some copies.
Discussions followed as to how other towns utilize their best budgetary practices, how the town of Greenfield can best benefit from reviewing what other towns do.
There is a BAC meeting on May 1st…
Selectman Kullgren discussed the agenda should be under the supervision of Deb as AA – no appointments are to be added as of close of business on Monday, the agenda will posted at 5:00 on the website.
On-going matters:
Church Lease – Selectmen have not yet heard from the leadership team if they are coming to the meeting they were invited to.
Positions:
· Part Time Recycle Helper -
· Minute Taker – Help wanted ad has been posted.
· Gen. Gov. Buildings Maintenance - Help wanted ad has been posted.
WW monitoring wells – Has been done a written comment from Underwood Engineers Inc.
Flood Plain Ordinance – Selectmen asked that this remain on the agenda until it is resolved. Planning Board Chair, Dario Carrara said, “this is going to be addressed soon”. The AA reminded there needs to be a public hearing for this before we can proceed. The AA wanted it noted on the record she contacted Jennifer Czysz from the Office of Energy & Planning to discuss FEMA. Though this update wasn’t adopted, new flood plain maps aren’t adopted therefore FEMA funds will be available to the town for this recent storm, providing there are Federal funds available and the storm is declared a state of emergency.
Town Trash Pick-up –
· Discuss using dumpster at town buildings instead. Quote from Monadnock Disposal: 3 dumpsters picked up every other week for $100.00/month. No Dumpsters, the town should recycle.
· Recycle bins are needed for the Meeting House, Library, Fire Station, Highway Garage & Police Station. Will the recycling budget pay for these or should each department get their own containers?
Selectman Kullgren instructed Deb to just take care of it, get it figured out, Selectmen further discussed writing a policy on mandating town recycling.
Recycle Brochure – Selectmen asked that this remain on the agenda until it is resolved – The TRC is going to work on this and will get back to the Board with a revised brochure.
Spirit – No action or discussion taken on the Spirit
· Get cost estimate for purchasing (Quark type) software.
· Advertising
· Discuss articles for the next issue
Boards/Committee/Deputy Vacancies –
· Deputy Treasurer – Katherine Heck has submitted her application for the position, Selectmen approved Mrs. Heck as being appointed as Deputy Treasurer, an appointment will available for signatures on Thursday at noon.
· Budget Advisory Com. – John Erdman, CEO at the B.C. Harris Ctr. is interested
LGC safety recommendations – Need feedback from each department on course of action to be taken.
Other Business:
Minutes - Reviewed & accepted minutes of 3/29/07, 4/3/07 & 4/10/07.
Agenda –
· Administrative Assistant discussed with the Selectmen they should not tell anyone what a “good time” to come to a meeting is. Central Office oversees the agenda & should be contacted first, this will avoid double scheduling and/or over scheduling. It was noted the agenda changes daily until 3:00 pm on Monday as the BOS requested, unless it is available for the BOS to review they don’t know what has been added to the agenda.
· Time cut-off for appointments is noon on Monday
Misc. Incoming Mail – Selectman Kullgren reviewed incoming mail. Brief discussion followed.
Mr. Gauthier, York River LLC has changed his building and has further requested a refund for his original building permit fees. Selectmen were all in agreement that the town will not refund building permits.
Muzzey Hill Road Escrow – Selectman Kullgren asked if the account has been set up yet? Not by the Treasurer & Mr. Cilley together yet, however Mr. Cilley has set up an account and put the funds in it. Selectmen were all in agreement, they would like the town to have the account with our name on it done ASAP.
Building Permit Fees Refund –
· Discussion followed if the Town should set a policy on not refunding building permit fees when a permit is canceled? Yes Selectmen were in agreement of this.
· Discussion of can the fees be credited to a permit that replaces another permit? Yes, Selectmen believe this is acceptable.
Tax Map Updates – Discussion as to who should be hired to update the tax maps – The Administrative Terra map is one option. Selectmen would like the office to obtain a price from three different mapping companies.
Oak Park Rental – ASE company picnic – The fireworks display was addressed previously by the Parks & Recreation director. Selectmen instructed Administrative Assistant to discuss the fireworks display with the LGC.
Tree Fertilization – Selectmen reviewed the draft bid the Parks & Recreation director would like to send out. They would like the bid to have specs discussing the use of organic fertilization, have the brand specifically named. They would also like to have organic herbicide used on the track for killing the weeds.
Trustee letter of 2/12/07 – Reviewed letter & discussed options. No decision made, this item will be tabled
Special Town Meeting – Public hearing is tentatively scheduled for May 14th, by the Planning Board. The final date for the special town meeting is yet to be determined.
Employees/committees/volunteers – Administrative Assistant provided Selectmen a list of all employees, committees and volunteers
Envelopes – Selectman Day asked for a price for the ConCom for envelopes from the State Prison. The board instructed Administrative Assistant to obtain the prices and provide them to the ConCom.
Ambulance – Administrative Assistant reminded the board there is a meeting scheduled in Peterborough at 7:00 pm, tomorrow at the town house to discuss the ambulance. Selectman Kullgren will attend this meeting and will report to the other members of the board of selectmen what takes place.
Preliminary Damage Assessment – NH Bureau of emergency management assessment of damages. Peter Hopkins interrupted the meeting and provided the board with the assessment sheet and reported it needs to be returned to the bureau by Thursday evening.
The Board members will be in on Thursday at noon to sign checks, approve accounts payable invoices and sign any correspondence. There will also be an employee meeting at that time.
With no further business Selectmen adjourned the meeting at 11:00 pm. The next scheduled meeting is Thursday, April 19, 2007 at Noon; at this time Selectmen hope to meet with all staff.
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