Town of Greenfield
Selectmen’s Meeting Minutes
Tuesday – October 2, 2007 – 6:00 pm
Present: Chairman, Aaron Kullgren; Selectwoman: Karen Day; Selectman: Jarvis Adams, IV
Debra Davidson, Administrative Assistant taking minutes
Kullgren called the meeting to order at 6:00 pm
Appointments:
6:30 – Treasurer, Katherine Heck – Financial Matters – Mrs. Heck explained the purpose of the meeting is to communicate with the board the current state of the treasurer office.
Unfinished business
· The auditor has not confirmed a date for auditing the previous treasurer’s books
· Deputy treasurer has not been selected to date
· To date, the account data entered into QuickBooks only through 8/15/2007
· No transfers have yet been made to the recreation revolving account – Heck recommends we wait to transfer funds until year-end as we currently are borrowing funds from the TAN to keep the town operational.
Recent Issues
· 9/2/07 upon login to TDBanknorth website there was a discrepancy of accounts which occurred. The problem was that the Town of Greenfield, NH had “read only” access to Greenfield, MA accounts. TDBanknorth did take responsibility for the problem and reasoned that the mistake was human error on their part. However, this same date the treasurer’s access was removed from the Town of Greenfield account temporarily until the problem was addressed. TDBanknorth has restored the treasurer online with many apologies on 9/15/07.
· 9/7/07 Shaw & Davidson could not release direct deposit payroll. TDBanknorth determined that due to error in Greenfield Town office the funds were not released. The bank was questioned why we did not have the support to work with us to create a solution, their only solution was to withhold town employee funds until Tuesday. This was unsatisfactory and there have been several discussions with the bank regarding if there is any future problem how will they work with us. Resolutions to these problems are new a protocol, if this happens again paper checks will be cut, handwritten if necessary. The paper checks would be honored at a TDBanknorth branch.
Waiting for bank approval on this protocol.
Income/Revenue
· Original Balance of the Tax Anticipation Note was $650,000
· 7/5/07 TAN balance of $259,000 paid down in full
· The current payoff with interest is $275,754.08
· When DRA sets the tax rate there is a very good likelihood tax bills will be mailed out early, this will help with payoff of the TAN and continuing a good cash flow.
Monthly reconciliation
· Monthly reconciliation has not taken place since the first of the year
· All accounts & departments have been entered through 8/15/07
· The bookkeeper & former treasurer reconciled via the bookkeepers records. There is a plan for the future, which will include having all accounts, & departments entered in QuickBooks and maintain data weekly for a complete and independent set of treasurer’s books. The treasurer will reconcile each month, of the last quarter, with the bookkeeper via QuickBooks. The treasurer will present the BOS with a monthly reconciliation and a summary of performance & financials.
Administrative Goals
· Complete independent set of books for treasurer office
· Treasurer has made and will continue to make deposits as necessary
· Research fireman fund & 200th anniversary
· Complete the treasurer guidebook
· After recent TDBanknorth issues, requested to speak with “charitable giving department” to see if the town meets requirements for receiving a gift from their organization of some sort.
· Pay off TAN
Administrative Requests
· Rather than replace deputy Heck would like to request a treasurer signature stamp, kept under lock & key, used by the AA in case of emergency. Only to be used with prior authorization of the Chairman of Selectboard.
Summary
· Treasurer has worked 38.5 hours in 1 month, of which 6.5 hours was spent at a Budget & Finance Workshop; 2 hrs. on the phone with LGC reps.; Heck reported she has acquired much knowledge of the position and how town government works. She said she has gained a true appreciation for all town officials, department heads, employees & volunteers that serve the community. She ended saying she is very thankful for Deb & Catherine’s “unwavering” support.
Kullgren asked how bank reconciling has been done. Assistant Davidson responded that previous treasurer checked with bookkeeper utilizing the bank statements, she signed off on the bookkeeper books. Kullgren thanked Mrs. Heck for her willingness to take over and for jumping in with both feet and keeping everyone up to date.
7:00 – NHDES, Dave Degler – Recycling matters – Mr. Degler presented the Board of Selectmen information on pay as you throw recycling. He explained his position at the NHDES, which involves training the solid waste operators throughout the State. There are currently 1,035 operators throughout the Sate of NH. To obtain your license there is a two-day training course offered in Concord. Mr. Degler discussed the variety of options for processing the C & D. Mr. Degler presented a power point presentation sheet for the Selectmen and the public.
Resident, Myron Steere asked what is required for disposal options to our residents. Mr. Degler explained the Town must provide options for disposal even if it is recommending taking tires etc., to another facility; the Town must have the options available for their residents.
Mr. Degler mentioned to the Board that the Town of Greenfield has not applied for a facility upgrade permit – This is a type 3 notification that should have been sent to the Department of Environmental Services before the upgrades to the facility began.
Road Agent Fox asked about dock plates for the loading dock – he said he will do some research and get some prices to present to the Board of Selectmen.
Brian Wakeman asked the Board if he should have a trailer delivered for co-mingled recycled items. Selectmen authorized Wakeman to have the trailer delivered.
Fox asked the Board about using funds from the recycle budget to purchase more blocks – Selectmen responded and recommended that Duffy & Deb review the budget and determine what has been spent and where the best option for funding would be.
7:50 – Greg Nadeau – Mr. Nadeau said he wanted an update on gravel, the road etc. –
· Berm - Nadeau stated the berm is in place, Mr. Nadeau stated one is working out just great, and the other should work out as well.
· Culverts – Nadeau thinks the pitch needs to be changed on the lower culvert – Fox stated he didn’t think that could be done. Mr. Nadeau is talking about the cabin side – he thinks it can be lowered; he would like Fox to take another look at it.
Highway employee, Gary Russell explained about the sediment pool and how it works and why it fills. Fox stated the only way to fix is to either dig it out more or go uphill more.
Selectman Adams discussed that after 10 minutes of cleaning the culvert, he understood the culvert was working just fine and that the sediment pool was working how it was designed to work.
Selectwoman Day asked if a larger culvert would help.
Fox replied that he did not think that is the answer.
Nadeau commented that he thinks the road is not that bad, that ½ day of work and the road was in good shape, he thinks it just needs more attention.
Another question Mr. Nadeau has about the culvert is how are culverts put in? He wonders if the design is even legal, the more the capacity for the stream increases the less likely the culvert is to work properly. Nadeau questions if this culvert situation will worsen. Nadeau questioned what if he wants to subdivide what happens with the culvert situation then?
Adams stated that should have been addressed at the planning board stage when the initial subdivision was done.
Mike Steere commented that when subdivisions are done if attendance at the meeting is addressed, then the water situations are addressed and usually an engineer is hired who could address the water mediation portion.
Mr. Steere continues to discuss that if there are issues, it needs to be brought to the attention of the planning board.
Selectwoman Day asked about the DES and mentioned to Mr. Nadeau that he needs to get in touch with them and see what they believe is needed to be done.
Adams asked if the dust situation is any better since the DPW has put calcium chloride on the roads.
Nadeau stated he didn’t see anything being put on the road but he did say that the loggers have been very courteous when they are driving by his property.
Kullgren asked how to determine the pitch of the culvert.
Gary Russell said he could shoot the road with a pop level and find out what the elevation difference on both ends is, he can’t get to it until Friday or early next week, but he will get to it.
· Bridge – Mr. Nadeau commented that since the bridge was installed incorrectly, the distance from the bridge to the fire pond is being jeopardized. Nadeau went on to say the next good storm could potentially cause a total loss to the fire pond with sediment. Nadeau explained his thoughts on the culvert, fire pond & bridge. Mr. Nadeau believes the most logical solution is to get a dredge permit to dredge 15’ of the brook to allow for water to flow.
Adams discussed that with research it has been found the pond is not the responsibility of the town; it is actually the responsibility of Mr. Nadeau whereas he is the property owner. Mr. Nadeau disagrees with this statement.
Duffy asked where the silt from the top of the mountain & the road goes – there was a lot of material that has been removed and Mr. Fox wondered where it went.
There was no response from anyone to this question.
Day stated there are several items at hand – she would like to have more research done.
Deb explained that after she spoke with the NHDES they made it very clear that it is the responsibility of the property owner to apply for the dredge permit. The Town has no legal authority to apply for a dredge and/or fill permit for private property.
Mr. Nadeau stated for him to apply for the dredge permit will bring the issue out that the bridge was installed incorrectly.
Adams stated he wants the issue resolved and takes Mr. Nadeau’s comment as a threat. The pond is Mr. Nadeau’s and that the responsibility of maintenance for the pond is Mr. Nadeau’s. There are several of these ponds around town and the property owners maintain them, not the town.
Day said he needs to get the permit going, the board will investigate what they can.
Action item: Mr. Nadeau will do the application for the dredge permit; Day will contact the DES to understand what the board needs to do. She will bring that back to the board.
Adams commented to Mr. Nadeau that it was understood this was addressed years ago and Mr. Nadeau was happy. Mr. Nadeau responded by saying that was not true, he was not pleased at the time.
Mr. Nadeau stated he is not happy with what has been done this time either; he wants more gravel and loam delivered.
Discussion continued
Kullgren apologized for the delay in getting back to Mr. Nadeau, the board is very busy and doing the best they can.
Mr. Nadeau said a load of loam would be adequate.
Kullgren stated that after Monday they would have a good idea about the grade of the culverts; they will discuss the loam/gravel item among themselves and get back in touch with Mr. Nadeau within two weeks.
Adams volunteered to go look at the berm.
Kullgren thanked Mr. Nadeau for attending the meeting and again stated the Board does have some things to discuss, they will be in touch with him in two weeks.
Myron Steere – (not on the agenda) – Mr. Steere asked how to get in touch with the people cutting trees that have landed on wires and need to be removed; Mr. Steere was instructed to contact Public Service of NH.
Another thought Mr. Steere expressed to the Board was if the Board would consider negotiating with Crotched Mountain regarding the Town recycling needs.
Other Business:
Lyndeborough Mtn. Rd – Follow up on the bridge - Day has not gone to see the bridge that has been installed or the road. The Board discussed this and would like the Trails Association to write something for the Board explaining the pros /cons of allowing the bridge to remain. They would like to see pictures etc. Day would like the Lyndeborough Selectmen to provide Greenfield Selectmen with their opinion.
DRA – RSA 39:2, I – Saturday Town Meeting – The DRA will not accept the article as passed, it must be on the official warrant – We can still have the meeting on Saturday by noticing it for the Tuesday, adjourning and reconvening on Saturday, then putting it in the warrant to hold Town Meetings on Saturday in the future.
PSNH – Public Service will be doing a maintenance cut on South Francestown Road on October 15, 2007.
RFP – Discussed the letter from Avitar – The Board would like Deb to discuss with the LGC exactly how escape clauses work. Deb discussed that the escape clause allows the Board to negate a contract if the voters choose to do so.
Landmark – Deb provided the Board with a copy of the Judge’s decision on the Landmark case. Judge O’Neil had a favorable decision and upheld the Planning & Zoning Board decisions.
RD Funding – Deb reported she has spoken with Terry Demeris from Underwood Engineering, with the remaining grant funds of $23,650.00 we will be applying for a 15 KW generator with a trailer, and possibly an upgrade the dialer for the wastewater system.
CIP – Kullgren asked Adams when the Board of Selectmen will see an updated copy of the CIP, Adams stated he thought the Board should have one in a few weeks.
With no further business the meeting adjourned at 10:00 pm. The next scheduled Selectmen’s meeting is Thursday, at 6:00 pm.
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