Town of Greenfield
Selectmen’s Meeting Minutes
Tuesday – July 17, 2007 – 6:00 pm
Chairman: Aaron Kullgren
Selectwoman: Karen Day
Selectman: Jarvis Adams, IV
Administrative Assistant, Deb Davidson taking minutes
Call to Order: Kullgren called meeting to order at 6:00 pm
Selectmen approved meeting minutes of July 10, 2007 –
Appointments:
6:00 – Attorney, Susan Slack – Introductions were exchanged – Ms. Slack briefly explained she has worked for the Local Government Center as an attorney for the last 10 years. Municipal law is her background; she has worked on many legal documents & legal opinions for various communities. She explained in March she opened her own practice, which is located in Wolfeboro. Administrative Assistant, Deb Davidson called and invited Ms. Slack to attend this meeting and meet the new Board of Selectmen.
Kullgren reiterated they are a new board and need to review all contractual agreements. The Town does utilize the LGC as often as possible. He continued to explain that the board feels they have been very successful for the first third of the year with minimizing legal fees. However, there are outstanding matters before town counsel and the Board will likely continue with the current counsel. Again, the Board is examining all professional relationships; the previous board had reviewed auditors, which is always good to review after several years with the same firm.
Kullgren explained there are two new board members, and he has only one year behind him.
Jarvis wondered if the travel would be a problem for Ms. Slack?
Slack replied that she did not think it would be at this time, with e-mail, phone & fax there are many ways of communicating. She went on to say she is a one-person law firm and would like to concentrate on a few towns. She thinks that at least once a year it might be advantageous to meet with various departments, distance does not seem to be a problem. Slack mentioned she did want it noted that we currently have a highly reputable attorney with a reputable law firm.
Kullgren asked Ms. Slack what experience she has with trials
Ms. Slack stated she doesn’t have a lot of trial experience having been with the LGC, however she does have experience with “amicas briefs”. Prior to working for LGC Ms. Slack had worked with a small firm in Conway. A vast majority of work for a municipal attorney is to advise communities before their issues get to litigation. Her hourly rate is $150.00/hour, no charge for travel time, she does mileage reimbursement.
Slack asked what were some of the legal matters that are currently before the Town of Greenfield
Kullgren responded that most of the litigation currently is planning & zoning - there have been a couple of personnel matters, right to know law, PILOTs and tax abatements.
Adams asked if other towns had engaged her services yet
Currently Slack is representing the towns of Madison, Fitzwilliam, New Durham, Tamworth and Hinsdale – her office opened in June, so she is still relatively new.
Kullgren stated this is a relatively new process and she is the first attorney the board has spoken with. The Board will discuss their thoughts and get back to her as soon as possible.
Later in the evening, the BOS discussed their thoughts on the interview with Attorney Slack. No decisions were made, Assistant Davidson was asked to research other towns and whom they use for counsel.
6:30 – Resident, Bob Jennings – The reason Mr. Jennings met with the Board is to discuss moving forward with potential heating needs for the Town Office building and what is needed. Jennings recommended the Board pick a firm to work with and develop a plan assuring everyone is on the same page. Speaking with several contractors will all give a variety of dollar amounts but not necessarily an equal bid.
Day stated the reason the BOS wanted Mr. Jennings opinion is to look at what could be done with alternative energy. They need to know what is the options are.
Jennings said the replacement of windows makes all the difference. If the Board is serious about going forward the windows need to be replaced. The glass can be salvaged, so that shouldn’t be an issue. Jennings reminded the Board that at town meeting voters agreed to reduce energy usage, we need to comply as a town. If we don’t have an airtight property then we are not reducing energy. The Board needs to look at the energy point of view, insulation, windows, re-siding. The heating system is obsolete, there are no zones. We are heating rooms that are unoccupied, its inefficient. Mr. Jennings explained how and why the boiler is not working. It is exerting more energy than needed because it is constantly trying to make steam.
Lengthy discussion followed as to working on a plan and how to execute the plan.
Kullgren asked about contracting a firm to project manage the “big plan”,. What should these firms look like.
Mr. Jennings stated this is his area of expertise, if the board chose to use him he would work with the board directly and come up with a plan. It would be at no cost to the town since he is a taxpayer. The various options for heating were discussed (i.e. geo-thermal, oil, pellets, wood etc.)
It was agreed the Town should get the building inspector on board. There are various heating requirements that Hopkins could waive. Time commitment, insulation, trench system for the basement & more were discussed.
The Board thanked Mr. Jennings for his input and for his offer to continue with his services on this project.
They Board also thanked Planning Board member, Gil Morris for his attendance and thoughts as well.
The BOS will discuss the various options, Adams will report to the Planning Board what decisions are made.
Gil Morris indicated he was here as to listen about the options for a heating system. However he & Deb have discussed rolling all the administrative projects into the CIP. Gil continued to discuss the windows, heating system and the overall big picture of the usage of the office building. It makes sense to upgrade the building and do several projects at once.
7:10 – John Gryval – (Mr. Gryval was not on the agenda) Kullgren asked Gryval if he would be in court on Thursday at 10 am for the Landmark Hearing. Mr. Gryval indicated he would be there. Attorney Teague should have the copy of the current plans as he presented to BOS, if not someone needs to double check with Planning Board Chair, Carrara. Adams will call Carrara and make sure the plans get to Teague. A brief discussion as to the Landmark suit followed.
Gryval asked if the BOS had considered having a Selectboard member attend ZBA meeting – BOS all agreed that was a good suggestion and they will consider it.
On-Going matters:
Policies – Oak Park Bylaws were reviewed, as was a DRAFT copy of Junkyard policies. Kullgren briefly read the Oak Park Bylaws that were adopted in 1982; changes were made in 1983, at the 1983 town meeting.
Other Business:
Mail - Selectmen reviewed the miscellaneous incoming mail –
A/P - Selectmen signed A/P invoices for processing -
FEMA – Assistant Davidson reported that the Town could count on approximately $120,000.00 reimbursement, possibly a little more. Discussion followed requesting the BOS support of the staff that has helped straighten out the FEMA reporting, as well as the staff that did not help. There seems to be some misunderstanding around town as to why the staff has or has not helped with the FEMA processing. The Board was all in agreement of being supportive of the staff and will continue to show support for Duffy and all other staff.
Parks & Rec – Following up with regards to BAC member, Norman Nickerson suggesting Parks & Recreation being broken into two categories. Selectmen would like to meet with Director, Anfuso to will discuss this, maybe on the 31st or on a Thursday morning. Davidson will get back to Board of Selectmen.
Vacation Request – Administrative Assistant requested one-week vacation – BOS approved the request – Selectmen would like Davidson to ask Catherine for ½ hour to take minutes on July 31. All paperwork should be prepared and ready to sign on the 24th
Loading Dock – Administrative Assistant received a rough drawing, via e-mail from Mr. Vincent of the proposed loading dock for the Recycling Center. There were no specs provided that could be used to put this out to bid. Davidson reported a portable dock is not supported by the TRC. Road Agent, Fox has asked since he is responsible for all the town grounds, to be part of whatever decisions are made. BOS unanimously stated Fox absolutely could be involved with the decisions. The Board would like to have the TRC, Fox & Pelkey attend the July 31st Selectmen’s Meeting so they all can talk about the future vision at the Recycling Center. Selectmen discussed asking Neal Brown to arrange a trip to the Warner Recycling Center, Deb will talk with Mr. Brown about this.
Cigarette Waste – It has been requested that something be provided at the Meeting House for smokers to dispose of their cigarette butts in. Administrative Assistant provided three different receptacles, with three different prices. BOS reviewed the options and chose one to purchase. Kullgren posed the option of a non-smoking campus and not allowing smoking at the Meeting House at all. A receptacle will be purchased
Junk Yard Ordinance – Selectmen reviewed & discussed Draft Ordinance vs. current ordinance. Planning Board will be provided a copy for their opinion, as will Peter Hopkins.
Jim Cruthers – Adams reports he spoke with Mr. Cruthers during the week and Mr. Cruthers feels as though he cut himself short when he made the proposal to the town. When all is figured, he is making about 3.00/hour to oversee the operations of the wastewater system. Adams encouraged Mr. Cruthers to come in and bring a new proposal. Mr. Cruthers will meet at 8:30 am on Thursday, July 19, 2007 with the Board of Selectmen to discuss this further.
ConCom – Day discussed the Lay Lake Monitoring charges should not be under the ConCom, it was removed when budgets were being cut, it should be under Parks & Recreation. Assistant Davidson will discuss this with Anfuso.
Spirit – Selectmen had a brief discussion and review of the August issue of the Spirit. The BOS approved Spirit as written with a few minor changes
Oil prices – Selectmen had a brief discussion of the prices ConVal has received for oil prices. Assistant Davidson will get prices from Allen and Mathewson as well as other prices for the 2007-2008 season.
Meetings – Adams has a conflict on Tuesday, August 14th, the meeting will be rescheduled for Monday, August 13th at 6:00 pm.
Salaries – Since we did not hire a minute taker, Selectmen Kullgren & Day requested their quarterly salary to be paid at the next check run.
Landmark Hearing – Selectman Kullgren asked Assistant Davidson to extend an invitation to attend the hearing, to Conrad Dumas & George Rainier.
The meeting adjourned at 9:00 pm. The next scheduled meeting is Thursday at 8:30 am
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