Town of Greenfield
Selectmen’s Meeting Minutes
Tuesday – July 10, 2007 – 6:00 pm
Chairman: Aaron Kullgren
Selectmen: Karen Day
Jarvis Adams, IV
Administrative Assistant, Deb Davidson taking minutes
Call to Order: Chairman Kullgren called meeting to order at 6:00 pm.
Selectmen approved the minutes of the July 3, 2007 meeting as written.
Appointments:
6:00 – Code Officer, Peter Hopkins –
Hazardous Mitigation plan – Hopkins reported that the HazMit Committee had their last meeting today. Hopkins presented the Board of Selectmen with a final draft of the Town of Greenfield Hazardous Mitigation Plan. There is some fine-tuning needed, upon completion from SWRPC representative, Sarah Patriquin she will send the final copy to the Selectmen. Hopkins continued with, at that time the BOS need to review the document and vote to accept it, it will then be forwarded to FEMA for final revisions and then back to the town for adoption.
Chairman Kullgren asked when would the Planning Board become involved with this since it affects the Master Plan?
Hopkins replied that when the BOS accept the document, he could then take it to the Planning Board for their review and they could then make any amendments at that time.
Discussion followed; Kullgren commented that the HazMit Plan refers to proposed revisions to the town subdivision regulations, site plan review regulations and zoning regulations, Kullgren further stated that because of this it is his opinion the planning board should be involved.
Selectmen thanked Hopkins for the work he did and will wait to see the draft after it has been revised by SWRPC.
Junkyards – Hopkins wanted it in the minutes that he has spoken to a business owner in town who has several unregistered vehicles on his property and further notified him of the likelihood of enforcement of junkyard regulations. Peter explained the state statute to this business owner who stated to Hopkins, “ the cars are parts cars”. Peter stated he understood this, however the town zoning only allows for 2 unregistered vehicles. This will need to be addressed with other properties as well. Peter read to the BOS, by definition, what makes up a junkyard it is very specific. The only thing not considered junk is construction waste, it is considered trash. Hopkins stated he realizes there are some variables that can be considered when enforcing such a law. The law does
state that a town needs a policy. A junkyard must have a permit renewable April 1 of each year. Junkyard owners must operate by the best management practices and renew license each year. Peter suggests a form letter to be sent to anyone who may have a “junkyard”, request property owner to apply for a permit. Those who do not clean up their properties will now begin the process of complying with best management practices, at that time the law can be enforced. Peter continued to explain the process that is necessary, requirements, locations etc. for such a permit.
Work will be done on this between the planning board & establishing a policy for definition of a junkyard. Once completed then a form letter will be to anyone who appears to have a junkyard by definition.
Decision: Administrative Assistant to write a policy on junkyards and to further design a permit.
Selectmen again thanked Hopkins for his research.
6:30 – Chief of Police, Brian Giammarino –
Resignation – Chief Giammarino told Selectmen that Officer Huff has resigned as a part-time officer, therefore the town is down one officer. Huff has moved on and is now working full time in Wilton. Finding a replacement will be relatively easy, as people seem to want to work in Greenfield. The Chief has some thoughts on who might be a good part-time applicant. Chairman Kullgren asked the Chief his thoughts as to why people want to work in Greenfield. The Chief reported that there is a tight ship; this is a busy town between the Mtn., the State Park etc.
Chief Giammarino reported that to date there have been 1,360 calls for service; 23 reportable accidents and 40 criminal cases (down from 2006)
6:50 Non – public - In accordance with RSA 91A:3 II (c ) – one’s reputation – Chairman Kullgren motioned to enter into a non-public session. Seconded by Selectman Adams. Voted: Unanimous and Affirmatively
7:15 Motion by Chairman Kullgren to enter out of the non-public and to further seal the minutes. Seconded by Selectman Adams. Voted: Unanimous and Affirmatively
There were no decisions made
Speeding Traffic – Selectwoman Day discussed that she had received an e-mail from resident, Andrea Gilbert about speeding vehicles on Old Bennington Road. Day wanted to know how the Chief felt about purchasing a portable speed bump. Giammarino replied he did not think it was a good option, as if someone were to have an accident as a result of a portable speed bump the town would be held liable in any lawsuit. He continued to tell the BOS he has asked his officers to do more residential patrol. He did want to have it noted that it isn’t just Old Bennington Road that people speed on. He does like to see a minimum of 5-car stops/evening if other issues aren’t taking precedence.
Chairman Kullgren stated he would like to see all the roads looked at, to see if there is a demand for more traffic stops throughout town. The Chief said he looks at all the activity sheets and does sign off on them. He wants to see what his officers are doing.
Discussion followed about speeding, when to ticket and more. The Chief explained that every stop is entered into the computer and can be traced. He said most of the speeding tickets are issued on Forest Road, Sawmill Road, and then probably the back roads.
Day asked Chairman Kullgren what she should say to Ms. Gilbert about her concern. It was discussed and noted that the board should respond, the e-mail can be entered into the minutes and it should be addressed by the BOS.
Resident & Budget Committee Chair, Bruce Dodge mentioned that he travels quite far for work, he said he knows that when there are traffic stops set up and/or police are visible in the various towns he takes note and slows down.
Assistant, Davidson asked the Chief about the mobile speed identifiers. The Chief explained the cost of that piece of equipment is approximately $7,000.00, and the logistics of actually utilizing one are not realistic.
Decision: The Chief will see to it that there will be increased patrols on Old Bennington Road.
7:30 – Budget Advisory Committee - Committee members present were Paul Cowled, Bruce Dodge & Norman Nickerson.
Kullgren opened by mentioning that being six months into the year the Board thought it was a good time to discuss the 2007-year to date budget. All BAC members & BOS present began reviewing the income side of the budget, nothing is unexpected.
Sale of the recycle tickets is way less than they were in 2006. Chairman Kullgren noted to the BAC that Recycle Supervisor, Mr. Pelkey had budgeted $3,000.00 for storage trailers and has found trailers for $1,500.00.
Kullgren wanted it noted in the minutes that the selectmen’s salaries are way down, as two of the Selectmen are not taking a salary.
Gen. Govt. - Kullgren reminded everyone the $30,000 in the buildings repairs & maintenance is because we needed to replace the 3 monitoring wells. He continued to remind everyone that the town is looking to receive reimbursement from the NH DES, petroleum reimbursement program.
Highway - Dodge asked about the FEMA funds; it is his understanding that there have been some problems with the application. Kullgren explained this is true and Duffy, Molly & Jim are putting together what is needed.
Assistant Davidson asked about the Dodge Road culvert and if Duffy was going to be able to repair the culvert this summer. Discussion followed about the Dodge Road culvert, Selectman Adams stated at this time there is no definite plan, as we are unsure about funds. Adams confirmed that we do know the town will not receive FEMA funds for that particular culvert, as it was closed from the DOT prior to the April flooding.
Chairman Kullgren stated, “all things considered Duffy has done a very good job with his budget”
Library – BAC Chair, Bruce Dodge discussed that he met with the Library Trustees last week; they had a very positive meeting. Library volunteerism is hard to count on. Chairman Kullgren asked what services are needed and how can we get them out there. Dodge stated he and the Trustees discussed vision, and at this time the Trustees don’t seem to have a vision.
The room is being worked on, Trustees reported to Dodge it is right on schedule and they are going to rent out the space and work towards encouraging the public to use the space for various functions.
Dodge also stated the Library does not have Library Trust Funds to help support the Library like other towns do. They have attended a seminar in concord to better understand the utilization of the trust funds. There is currently no one alive who set up the trust funds, to verify how they should be utilized.
Discussion of heating costs are a concern – Kullgren asked if the BOS could get the actual heating costs for the Library vs. the proposed budget – Kullgren also asked to see the Library contract for the fire security system.
Utilizing volunteerism at the Library was discussed – As Dodge stated earlier, volunteerism at the library seems to be hard to depend on.
Other General Gov’t – Kullgren asked why Gen. Govt’ supplies is so high. Assistant Davidson said that the yearly purchase of ice melt was taken out of that budget, putting the expense higher than anticipated.
Parks & Recreation – BAC member, Norman Nickerson discussed he would like to see the P&R budgets broken down into separate categories such as: Parks, Recreation & Grounds. Nickerson said he thinks it would be easier for the general public to understand the expenses of that budget. Selectmen said they would like to discuss this with P & R Director, Molly Anfuso first, but it is a good suggestion.
Dodge stated that after speaking with Anfuso, there appears to be friction between the Oak Park Committee and Parks & Recreation Dept. He went on to say; that all the revenue from the park goes into the Oak Park fund and not to Parks & Rec. it doesn’t seem fair. Assistant Davidson asked to respond by saying when the bylaws of Oak Park were set up they read that the revenues from the park would go into the Oak Park Fund and utilized for improvements of the park. Selectmen and/or the Town need to approve the improvements, the town incurs the cost of maintenance as per the bylaws. Kullgren asked for a copy of the Bylaws to be sent to the BAC and the BOS for review.
Dodge also reported that the new building is not yet finished, there is still a bit of the roof that needs to be finished. Anfuso had indicated to Dodge that she has notified John Hopkins of this several times. Assistant Davidson will contact Hopkins and see what is up, she will report back to the BOS.
Volunteerism was discussed; having someone be a volunteer organizer to get some projects completed might be beneficial. Of course, it is difficult to make volunteers be accountable.
Recycle – The BAC & BOS discussed the recycle center and the effectiveness of the Town Recycle Committee. It is felt the TRC has truly helped the recycle center to make improvements and run more efficiently.
The loading dock was discussed. Kent Vincent has not yet provided the central office with the bid specs. The job has not been put out to bid.
Kullgren mentioned the prices for recyclables are going to increase, there are going to be changes at the recycle center in the next few months. Dodge spoke to the head of the recycle at Crotched Mtn., which recycles electronics; they are making a very good profit with the program they have set up.
Kullgren asked what the BAC has for goals. Dodge answered the question by saying the meetings are currently focused on meeting with departments. Kullgren reminded the BAC to keep the upcoming 2008 budgets in mind, a ten-year span is important, but not the focus at this time.
Kullgren also wanted it noted that the BAC have one contact be the liaison with Deb, if a several of the members ask for different documentation it can get overwhelming.
Dodge discussed the BAC has talked of bonding the highway road budget. Dodge also mentioned that there is an opening on the budget committee, David Hedstrom has resigned.
Selectmen thanked the BAC members for coming in and reviewing the budget at this time.
On-Going matters:
Policies –
This will remain on the agenda until the list of policies has been reviewed and discussed.
CRMRC – Adult Day Care Administrator –- motion by Chairman Kullgren to hire Donna Lane as the Administrator for the CRMRC Adult Day Care administrator. Seconded by Selectman Adams
Selectwoman Day asked if Crotched Mountain had an opinion on who should be hired for this position.
Chairman Kullgren explained, the Town of Greenfield is the grant holder and is responsible for the position. He further explained Donna Lane is top of the line in this area, she writes grants, administers them etc., she comes highly recommended.
There was no further discussion.
Voted: Unanimously in the affirmative.
Kullgren stated he would like a letter to go to Ms. Lane congratulating her and thanking her for accepting the position.
Landmark Hearing – Administrative Assistant, Davidson mentioned there is a hearing scheduled in Hillsborough Superior Court on Thursday, July 19, 2007 at 10:00 am. It is recommended by town counsel that there be representation from the town at this hearing. Kullgren stated he would go; Adams will check his calendar and will attend if he can. Day cannot attend. Others notified have been the Chairmen of ZBA & Planning Board, and secretary Kevin O’Connell. Kullgren recommended to Davidson to send a note to all ZBA & PB members in the hopes that someone from each committee can attend.
Other Business:
Misc. Incoming Mail was reviewed
P/R checks will be available for Thursday for signing
FEMA Update – Selectman Adams reported to Day & Kullgren that the Town of Greenfield is “hanging by a thread”. He explained that documents need to be completed in the fashion FEMA wants it done. To date, there really has not been any documentation completed, Adams went on to explain what is needed to get our funding started. The FEMA representative will be back on Thursday, at the very least the Town of Greenfield will need 10 folders to be perfectly set up. The FEMA Rep. reported, Mr. Vincent had cancelled with him 3 times previously and he wasn’t happy with the town for canceling the appointments. When here on Thursday what folders we have will be reviewed, they will be submitted to his superior, then he is on vacation when he returns he will work on Greenfield.
Day stated she thought everything was going well and was ready to be submitted. Adams stated apparently that wasn’t the case and now Duffy, Jim & Molly have been working very hard to get caught up. Adams stated there are apologies that are needed and this was a good learning experience for them.
Resignation – Waste Water Operator, Jim Cruthers submitted his resignation. Time was the most significant reason for the resignation. Discussion followed. A hearing will be needed if the BOS increase salary for the operator. Selectman Adams will meet with Jim Cruthers, however a hearing will tentatively be scheduled for the first week in August 2007 at 7:00 pm.
Comment Box – Assistant Davidson mentioned a resident had suggested a comment box be put in the office for constructive comments to be submitted on a monthly basis to the BOS. Any comments to be reviewed or considered must be signed and no profanities. Selectmen approved this recommendation.
Fire Dept. – Assistant Davidson said the dumpster will be removed from the fire station this week. The recycle bins will have to be set up by the end of this week and they must be emptied weekly.
Town Meeting Minutes – Selectmen would like the Town Clerk to meet with them on Thursday. The BOS want to see the minutes as they are completed to date. They must be able to be mailed to the DRA by Tuesday.
9:50 Non – public - In accordance with RSA 91A:3 II (c ) – one’s reputation – Chairman Kullgren motioned to enter into a non-public session. Seconded by Selectman Adams. Voted: Unanimous and Affirmatively
10:15 Motion by Chairman Kullgren to enter out of the non-public and to further seal the minutes. Seconded by Selectman Adams. Voted: Unanimous and Affirmatively
Decision: Assistance is denied at this time.
Action Items:
Assistant to design a junkyard policy & permit
Assistant to provide Oak Park bylaws to BOS & BAC
Assistant to notify Donna Lane of appointment
Assistant to provide BAC with 2007 year to date budget in Excel formatting
Assistant to provide BOS with Library security lease & heating costs for 2006
Assistant to talk with P & R Director about breaking down department into various categories
Adams to contact Jim Cruthers
Gen. Maint. to set up recycle at fire station
General Maint. to set up a comment box in lobby of Town Office
The meeting adjourned at 10:45 pm. The next scheduled meeting is Tuesday, July 17, 2007 at 6:00 pm
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