Town of Greenfield
Selectmen’s Meeting Minutes
Tuesday – August 7, 2007 – 5:30 pm
Board of Selectmen, Chairman: Aaron Kullgren; Selectwoman: Karen Day; Selectman: Jarvis Adams, IV
Debra Davidson, Administrative Assistant taking minutes
Call to Order: Selectmen Kullgren called meeting to order at 5:30 pm
Appointments: No appointments were scheduled.
5:45 - Greg Nadeau arrived and discussed Old Lyndeborough Mtn. Road with Selectwoman Day, and Selectman Adams. No minutes were been taken as Assistant Davidson’s attention was being directed to the financial aspect of the wastewater system.
Chairman Kullgren, Catherine Shaw and Deb Davidson all reviewed the increases in the operations of the waste water system and discussed how to proceed with the public hearing.
7:00 Waste Water User Fees Public Hearing –
Several residents who hooked into the system were present – everyone who was in attendance signed a sign-in sheet (attached) providing names of those in attendance.
Chairman Kullgren opened the meeting noting the meeting had been publicly noticed in the Monadnock Ledger-Transcript, at the Post Office, Town Office & on the Greenfield Website.
Kullgren read a cost opinion and read the expense reports for the wastewater project to date. Kullgren reviewed the estimated costs per year based on the net amount of grant funds. The annual operational cost of the system is $21,869; the new annual usage fee is approximately $304.00 per bedroom.
The fees themselves make up five items: The bond payment of $14, 500; operator fees; utility fees; pumping fees; grounds maintenance & charges to ChemServe for the testing of the bioclear.
Selectman Jarvis Adams spoke to the fact that the system has reached approximately 1/3 capacity of usage, this equates to close to $4, 000 gallons per day of use. The system was designed for 12-15,000 GPD. There are still some items that need working out, basically the items that need adjustments are what is causing the increased fees. The operator, Mr. Cruthers is spending more time at the system than what he had originally expected. More testing needs to be completed to assure the system is working at 100% capacity. Adams continued to say the system should need to be pumped approximately every 13 months. When the taxpayers were sold on the project they were assured this would not be any expense to taxpayers, there are costs associated with the project and therefore the costs need to be incorporated into
the quarterly wastewater usage bills.
Kullgren added even with the current minor increases, the operating costs will not be paid in total, the RD Bond for the wastewater project, will be used to pay approximately $4,080.00
Judy Ierlan asked how many people are currently using the facility
Kullgren responded that there are currently 17 users
Mr. Irelan asked how many are paying?
Administrative Assistant said most people are paying. Those that aren’t will have a lien placed on their property if they don’t pay the bill, just like a tax bill. Also not all homes are hooked into the system, but they are receiving a bill.
Mr. Delay asked if there are only 17 users, does it include the Old Fire Station
Kullgren said that yes it includes that building.
Delay asked if there is an offsetting credit for the town facilities
Selectwoman Day said yes
Delay asked to see where you could see the offsetting credit
Day wasn’t sure
Catherine Shaw stated that Crotched Mtn. pays for the Old Fire Station billing as part of the rental agreement
Kristine Hall looking at expenses the figures don’t appear to add up correctly
Selectman Kullgren looked at what Mrs. Hall was referring to, and agreed, he stated he had asked for a figure to be changed, and the figure included grant funds. The corrected figures were given to the residents.
Adele Hale asked about Selectman Adams comment regarding the capacity being only at 30% wondering what is the option for others to add on?
Jarvis said, it is an option but we need to be sure it is operating properly. It is definitely an option.
Dave Hall asked why shouldn’t this be at 100% capacity
Adams answered that the system really should be working for a year or so before we offer expansion, once it meets full capacity its full and there is no going back. We do want to be sure there is room for expansion, this system was designed as a 20-year system, as is the bond.
Mrs. Ierlan asked if anything could be done so the electrical storms don’t continue to hit this area?
Adams said short of prayer, probably not.
Mr. Ierlan asked about a circuit breaker.
Adams said he didn’t think that would help.
Mrs. Ierlan discussed the usage of meters
Adams said that was a good question, the Board had discussed utilizing the extra grant money for this. However, there are pros and cons, if not using much water the meters are a good option, but the long and short of it all it doesn’t look like we will get to use the grant funds for this as it was not in the original plan.
Mrs. Ierlan asked about the cost?
Adams said it is about $1,000.00/meter hookup
Scott Carbee commented that his dad, Sheldon Carbee has 9 bedrooms, sometimes he isn’t at even 50% rental capacity; it is more cost effective for the commercial properties to be metered.
Adele asked if Mr. Cruthers was still on board
Jarvis said yes, the BOS met with him and they discussed what a reasonable rate would be and they have come to an agreement that will work for everyone.
Dave Hall asked when the new rates are going to take effect.
Kullgren stated for the third quarter properties will be billed at $304.00/quarter.
Adjustment will be made to the third quarter if necessary, they will all be reviewed.
Kristine Hall stated she thought the position of the system operator should go out to bid
Discussion followed about putting the position out to bid, the fee structure for the operator etc.
Jarvis said there are times you put your faith in the elected officials and this is one of them. Adams stated that Mr. Cruthers has won national awards and is one of the most highly respected operators in the country, we have a good person and the board has chosen to continue with Mr. Cruthers.
Mrs. Ierlan asked if it was wise to use the funds for a generator
Kullgren answered with if we don’t use it we lose it, we want to use the funds for the project
Ierlan asked what type of generator would be purchased
Adams it would be diesel
David Buchanan asked on the expense side why is the second billing was twice as much as the first one?
Catherine said that the pumping was for an 8,000-gallon tank.
Adele Hale asked what were the Underwood Engineering fees for?
Deb explained the fees were for the engineering services relating to the monitoring well replacement. The funds will be reimbursed from the petroleum reimbursement fund through the DES; there will be no cost to the taxpayers for this well replacement.
Mr. Delay asked if there could be representatives from the town speaking on behalf of the town and reporting to the sewer commissioners?
Mrs. Irelan asked if a hearing to increase rates would happen every year.
The Board all stated they hoped not.
Mrs. Buchanan asked if when the lights are flashing, are they (the neighbors) supposed to call some one?
Jarvis stated someone is supposed to be notified directly, he would look into this as to why the calls aren’t getting to the appropriate people.
Selectwoman Day suggested having an open meeting and asking Mr. Cruthers come and allow the public to ask questions of him?
Adele asked if the grant money could be utilized to extend the system?
Kullgren stated he isn’t sure we can look into this.
Catherine commented she believed the question was if there is extra room in the system could we get funding to get the piping without having to share the cost to the taxpayers?
Dave Hall asked if we have $33,000 of extra funds, why can’t we use the money to purchase swings, flowers, benches etc. that the original plan discussed?
Discussion followed of items that the funds could be used for.
Rick Griffing asked about the expansion of the seating capacity at the restaurant.
Scott Carbee stated that there is a 72-seat capacity, over and above what is currently there
With no further questions or comments from anyone, Chairman Kullgren thanked everyone for attending the meeting and stated bills will be reviewed and if there are any billing errors they will be adjusted accordingly.
Wastewater System Hearing adjourned at 8:08 pm
Motion by Chairman Kullgren that the third quarter billing for the sewer usage of the waste water system annual operation and maintenance per bedroom cost shall be adjusted from $262.00 to $303.70.
Seconded by Selectwoman Day
There was no discussion
Voted: All in favor of increasing the user rates from $262.00/bedroom to $303.70/bedroom. Unanimously passed.
Kullgren stated he would like the record to note they will review the users second quarter billing and if necessary any corrections will be adjusted in the third quarter billing.
At 8:15 pm in accordance with RSA 91A:II 3 (c) –Ones Reputation – Chairman Kullgren motioned to enter into a non-public session for the purpose of discussing a matter, which could adversely affect ones reputation.
Seconded by Selectwomen Day & Selectman Adams
8:50 pm motion by Kullgren to enter out of the non-public session and to further seal the minutes. Seconded by Selectwoman Day & Selectman Adams.
Decision: There was no decision made at this time.
On-Going matters:
Policies –
Other Business:
Selectmen reviewed the incoming mail –
Recycling –
· General discussion - Selectmen discussed the location of the dock as well as looking into the option of a portable loading dock. Selectman Adams stated he spent quite a long time with Duffy reviewing options at the Recycle Center. Adams reported that Duffy has some great ideas on marketing, design and more. Duffy will get together with Deb and they will work on specs for the loading dock.
Day stated she thought before anything was done that the TRC should be involved, the committee has done a lot of research and should be consulted.
Adams stated he felt Day was unreceptive to any of Duffy’s ideas; there is obviously a personality conflict. Adams continued that Day needed to change her attitude.
Kullgren followed up with Day by saying she needs to remember the BOS are the supervisors and nothing gets done without the Boards approval.
Deb was instructed to contact Scott Bradford to come give us some ideas for recycle center.
· Part-time position - The temporary part-time position will be advertised in the upcoming week. The employee will work under the license of Mr. Pelkey.
· Box Trailers - Discussion regarding the recently obtained trailers, Adams reported they are not what were expected, they will be sent back. Day stated that Roger Lessard could get two trailers for around $200.00.
· Disposal Services – Selectmen discussed the expense of the disposal services.
Decisions: Frank is to show the Board the proposals on the disposal services before any contract is signed. It was further decided the box trailers will be sent back ASAP and further Frank is to coordinate with the TRC and the Duffy to obtain two more trailers with metal floors.
With no further business the meeting adjourned at 9:45 pm. The next scheduled meeting is Monday, August 13, 2007 at 6:00 pm.
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