Town of Greenfield
Selectmen’s Meeting Minutes
Tuesday – May 1, 2007 – 6:08 pm
Present: Selectmen - Selectwoman, Karen Day; Chairman, Aaron Kullgren; Selectman, Jarvis Adams, IV
Administrative Assistant, Deb Davidson taking minutes
Selectman Kullgren called the meeting to order at 6:08 pm
Appointments:
6:15 – Avitar Associates, Jon Duhamel – Mr. Duhamel met with the Board as a follow-up from his meeting of April 17th, and also to review his findings on Mr. Burtt’s concerns of two weeks ago. Jon stated he was happy to meet with the new board; he wanted to discuss mass appraisal and how it works. Basically, they review sales from the past 18 months to the effective date, after review of the sales they make adjustments for property location, views quality, age, condition etc. They apply these adjustments consistently throughout the town with minor adjustments for any uniqueness of a property. A statistical update is a way for towns to maintain the States requirements at a minimum financial impact on the individual town. The down side is that when letters are sent out to
homeowners and give the homeowner an opportunity to defend their property for any uniqueness’ to their individual property, if the homeowner doesn’t respond, that is when abatements usually take place.
With regards to Mr. Burtt’s questions as to how many hours has the Town been charged for his particular abatement. Mr. Duhamel stated that approximately 2 – 2 ½ hours have been spent on his appeal including but not limited to letters, interior inspections etc. The Town contract does read $65.00/hour includes this. However, the abatement is part of the contracted price, therefore it has been of no additional cost to the town.
The comment that there is a fee of $170.00/hour for Avitar to defend the Town at the BTLA level there are two names on the forms to BTLA, there is one charge of $85.00/hour not two. The reason two names are on the appearance that is filed is Gary Roberge is the owner of Avitar and his name is on every document.
Regarding the error that Mr. Duhamel admitted to, is explained as follows upon interior inspection of Mr. Burtt’s property an error was discovered, the error was that Mr. Burtt was not assessed for a portion of his property for several (4-5) years. Upon discovering this error the un-assessed portion of the home was now assessed. The Town did not send Mr. Burtt a supplemental tax bill when this error was discovered. Therefore, the $27,000 reduction in the 2005 assessment that is being requested was not assessed when the 2005 billing was done. The level funding contract covers the cost of this appeal as well; there is no additional fee for the Town.
Discussion followed, Selectmen understood what has transpired, and a letter to Mr. Burtt will be mailed explaining this.
Other information - The appeal is included in the general contract services. In 2005 there were 20 abatements, out of 944 properties, 716 improved properties. 2006 - 7 abatements were filed, at least two were denied and accepted the denial. When not allowed access, they of course estimate high.
Mr. Duhamel discussed the negativity of Avitar that has been in the papers, he wanted to explain the full story. With regards to the Orford case, they had a revaluation and it was the first time views were entered into assessments. Briefly, to break out on landline view = x amount of dollars, gives property owner opportunity to discuss their property. Orford challenged, this and after everything was said & done the BTLA found in favor of Avitar. Another item to mention, Orford was revalued in 2005, at the height of the market. However, when the final reval was complete, there were only 5 abatements granted.
Plainfield was another highly visible case, when taken to Superior Court the assessment was changed (favored in Avitar); the owner went to Supreme Court and to over ride Superior Court assessment. It was not noticed in papers that again Avitar won this challenge.
Hopkinton they hired Avitar to finish up after another assessing firm quit. After abatements were complete Avitar is no longer involved with Hopkinton and everything is fine.
Mr. Duhamel stated as far as Avitar goes, they have over 100 years with assessors. If needed, Jon has the resources to find the information if he doesn’t have answers. Until a new reval we will continue to use the 2002 figures to keep a consistent assessing factor within the town of Greenfield.
Kullgren asked how large is the Avitar team?
Mr. Duhamel has 12 towns he is district manager of, he has several field collectors he oversees, however he does like to do the work himself to stay in touch with his towns. Above Jon is Loren Martin the President; above Ms. Martin is Gary Roberge, the owner. Mr. Roberge is an expert commercial assessor he will be an excellent witness if/when needed.
Selectman Adams asked how many assessing companies are there in New Hampshire.
Kullgren stated that there was a list that was sent to the BOS from the Administrative Assistant.
Administrative Assistant explained that our DRA representative has indicated that many of those companies are larger companies and may not be interested in Greenfield, with it being so small, but an RFP to all can’t hurt.
7:00 – in accordance with RSA 91A:3 II c Selectman Kullgren motioned to enter into a non-public session. Seconded by Selectman Day. No discussion –
Voted unanimously to enter into the non-public
7:10- motion by Kullgren to enter out of non-public and to further seal the minutes. Seconded by Selectman Day. No discussion –
Voted unanimously to enter out of the non-public
No decision was made
7:15 in accordance with RSA 91A:3 II c Selectman Kullgren motioned to enter into a non-public session. Seconded by Selectman Day. No discussion –
Voted unanimously to enter into the non-public
7:35 – motion by Kullgren to enter out of non-public and to further seal the minutes. Seconded by Selectman Day. No discussion –
Voted unanimously to enter out of the non-public
Decision: two letters are to be written; one from either party to each other
7:45 – BUDCOM – Selectman Kullgren asked that Mr. Dodge introduce his new members. Kullgren thanked John Erdman for stepping up when the town recently was at a time of need; the Barbara C. Harris Center was very helpful, in providing food and offering places for any displaced families to stay if necessary.
Mr. Dodge stated they reviewed their priority list and discussed what they want to touch on this year. Their top five items are:
· To help departments with their budgets.
· Review the road reconstruction issue (bonding for roads vs. annually appropriating funds);
· Comparing our town to other local towns and looking into a Capital Reserve Fund program;
· Reviewing the pros vs. cons of a CRF;
· Best practices – ways to conduct business, (i.e. utilize a payroll service, gravel bank vs. purchase of gravel & more)
Kullgren asked regarding the CRF is there a link to the Capital Improvements Plan?
Dodge stated they would be reviewing both and what works most efficiently for the Town of Greenfield.
Nickerson stated it seems that the town is divided between CRF and not having them.
Kullgren stated he understands the reason for both and both need to be looked at, (i.e. vehicles, hazardous mitigation, roads etc all need to be reviewed)
Nickerson stated he feels a CRF is a means to keep tax rate flatter
Kullgren stated as an update, we are not having a statistical update this year.
Kullgren discussed wages & benefits that the BAC is going to review; either the BAC could have a member of the join the wage & benefit committee, or the BAC could take over the wage & benefit committee & work with Margo, Deb & Greg. Kullgren commented a lot of work has been done and a lot of information gathered over the last couple of years. Administrative Assistant recommended the BAC review the wage, benefits & salary survey that is provided to all communities from the LGC, however no one took the booklet.
Selectman Day asked about why there is nothing about the education for the community on their list, education of the community is so important about the budget.
Myron Steere stated that the education for residents could be an opportunity to let the residents know what the BAC thinks the town needs, and what the town should be reconsidering.
Kullgren stated he would like to know if the BAC would like a table to work on in the future?
Mr. Dodge stated that yes they would
Lastly, going into March of next year, Kullgren stated he does not want to sit on the stage at town meeting; he wants the BOS & the BAC to all sit together.
Discussion of Town Meeting and how it will be conducted in 2008 followed, no decisions were made.
Kent Vincent stated that the BAC wants to get the information out there.
Administrative Assistant asked, if incorrect information is presented and it is corrected, would the BAC accurately retract the wrong information.
After discussion of what was presented inaccurately, Kent Vincent stated that the answer is yes; they would correct any inaccurate information.
Dodge stated BAC & BOS need to work together and get the information accurately out there to the public.
Dodge stated “information was difficult to obtain from the office in the past”
Administrative Assistant asked difficult from the town office, and Dodge stated yes.
Paul Cowled stated that he would like to have a “dummies guide” to reading the town report created.
Vincent stated getting the information out to the public before the town report is printed is important, building up the budget rather than tearing it down should be the theory.
Kullgren stated he would like contract negotiations before town meeting not at town meeting.
Vincent stated that the BAC has set a top 5 priorities list, but what are the BOS top five priorities with the budget.
Discussion followed, Kullgren stated that he thinks best practices should be researched, as well as options for operating in a more efficient manner.
Kullgren asked if the other two selectmen had comment on the BAC priority list?
Vincent would like to comment and have it in the minutes that when information is acquired and it comes to the BAC in a piecemeal fashion, it can sometimes be presented incorrectly.
Mr. Steere asked for a month to month budget for 2006 & 2007 to date, he wants to put it into an excel spreadsheet and compare years on a monthly budget cycle. Administrative Assistant was asked to provide this to Mr. Steere if it can be created through QuickBooks.
Nickerson asked about FEMA and if the town has been in touch with them?
Selectmen stated that Yes, Duffy and Peter are going to the meeting next Tuesday in Peterborough - May 8th…
Vincent stated that it has been his experience with the government; a body working with you is better than attending a workshop
Day stated our State Rep., Claudia Chase contacted her and stated that the town needs to get first in line.
Discussion continued to follow.
Vincent suggested that the BOS delegate a board member to spear head this grant.
Kullgren nominated Selectman Day for this position; Day indicated she would like to delegate the work to Vincent to coordinate the logistics of when/where etc. for this grant.
Kullgren asked if one of the BAC would want to attend the meeting next Tuesday in Peterborough, Vincent volunteered.
Administrative Assistant reported to the BOS & BAC that health insurance rates just came in today and they are 3% less than what we budgeted.
8:30 – Town Recycle Committee – members of the TRC that were present were: Candi Fowler, Roger Lessard & Kent Vincent. They came before the board to discuss a variety of topics
· There is a clear understanding of a need for better communication.
· Clarification has been obtained from the standpoint of the Local Government Center regarding having an advisory committee utilized to oversee a dept.
· Ms. Fowler stated constant communication needs to be happening and it needs to be clear and concise; to keep a clear understanding of what is expected the BOS and the TRC
· Vision for everyone at the recycle center. The committee will work on scheduling time and other ideas for the center; everything will be run by the BOS before any changes can take place or any policy implemented.
Motion by Kullgren to authorize the TRC to oversee the operations of the Greenfield Recycle Center and to report their ideas and suggestions to the Board of Selectmen prior to implementing any changes. Seconded by Adams & Day. No discussion - Voted: Affirmatively.
Business:
o Positions:
o Gen. Gov. Buildings Maintenance – Appointments will be in 15 min. increments; scheduled on May 8th.
On-going matters:
Flood Plain Ordinance – Selectmen asked that this remain on the agenda until it is resolved. A public hearing for this is scheduled for May 14th, with a tentative date for the special town meeting of June 2nd.
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. Waiting for the TRC to get back to us
Other Business:
LGC – Review recommendations from the Local Government Center regarding town-building concerns – letter to depts. who have not responded giving them a deadline to respond.
Recycle Mtg. – Greenfield Selectmen have been invited to Antrim Town Hall, Monday, May 21 @ 7:00 pm to have Corcoran Environmental present their plans for future. Could include regional recycling. Do selectmen want to attend? Yes
Misc. Incoming Mail – Selectman Kullgren reviewed the incoming mail –
Driveway Concern – Deb reminded Selectmen that Mr. Greg Nadeau, Old Lyndeborough Mtn. Road, would be here on May 8, at 6:15 to discuss his concerns of the damage to his driveway
Muzzey Hill Road Escrow – Administrative Assistant asked the Treasurer to assure this is completed ASAP and to further notify the central office when it is complete. Ask Catherine Shaw if she can copy over our QuickBooks or contact Dave Clukay to figure out how to do this.
Fire Works – Schedule some time with BOS, Police & Fire to discuss this matter. It is tentatively scheduled for May 8 @ 6:30 pm with Fire Chief & Police Chief – It is the Administrative Assistant’s understanding that this event is to be cancelled or moved to Otter Lake.
Labor Law Course – May 22nd
GCCC – A public meeting is scheduled for June 14 @ 6:00 pm to hold a potluck & discuss the future of the Church and allow for healing resulting from the entire negative air around the Mtg. house, BOS & the Church.
State County workers – Administrative Assistant spoke with Tony Sawyer about using the free county workers program for Greenfield; there is a program where these men will work for free, the town provides a meal and the tools, to perform whatever tasks we ask to be completed. The men are well supervised by the Work Project Supervisor and will do projects from cleaning the cemeteries, painting, light carpentry, roadside clean up etc. As previously stated, the Town’s end of this program is we provide a lunch for the group. Towns such as Bedford, Amherst, Bennington, Francestown & Hancock all take advantage of this program. Discussion followed, Selectmen asked that the Administrative Assistant write a letter to Tony Sawyer explaining some projects we need to have completed and see where we go.
Policies – e-mails; recycling; building on private roads;
Road Bonds – Selectmen discussed the Class VI portion of Old Lyndeborough Mtn. Road and how they feel about the site walk. Discussion followed no decisions were made. Discussion followed regarding the Dunklee Hill Road bond and if the road, now a trail, would be repaired and/or should the bonds be returned. Discussion followed, Duffy & Karla need to discuss this and report back to the Board. Karla had discussed with Deb that she thought the trail should dry out before any decisions are made, it is awfully wet and hard to assess what, if any damage has been done.
Higgins Lane – Selectmen would like Mr. LaGuerre, the attorney’s, planning board members etc. to attend the meeting next week to discuss the building permit request. Administrative Assistant was instructed to send a courtesy letter to abutters informing them of this meeting.
Greenfield Grizzly – Selectmen received a letter from “the Greenfield Grizzly” expressing dissatisfaction with the Little League process. Selectmen would like the Parks & Rec. Director to respond to the Board about this letter.
With no further business Selectmen adjourned the meeting at 10:15 pm. The next scheduled meeting is Tuesday, May 8, 2007 at 6:00 pm.
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