Town of Greenfield
Selectmen’s Meeting Minutes
Tuesday – October 9, 2007 – 6:00 pm
Present: Chairman, Aaron Kullgren; Selectwoman: Karen Day; Selectman: Jarvis Adams, IV
Debra Davidson, Administrative Assistant taking minutes
Chairman Kullgren called the meeting to order at 6:00 pm and proceeded to read the agenda as written
Appointments:
6:00 – Fire Chief, James Plourde – Chief Plourde presented the 2008 proposed Fire Department budget. Kullgren read the 2007 budget, what has been spent to date & what is proposed for 2008.
· Pagers - Plourde discussed that all but $53.00 has been spent on the pagers.
· Expense reimbursements – the invoice for reimbursements will be submitted on November 1, 2007, allowing the volunteers their funds before the holidays.
· Emergency Management - Emergency management has not been spent fully, there is still $1,500.00 left, however, Plourde is not sure if the budget will be presented with another bill, $1,500.00 for 2008 should be sufficient.
· Vehicle Repair - Vehicle repair is over budget, and will need to have a bit more used before years end due to vehicle registrations due in November, may swap some funds around to assure. The remaining funds will be tight, but Plourde indicated he would do the best he can to take measures to not use funds unless necessary.
2008 Proposed Budget –
· Building Repairs & Maintenance – Plourde indicated he needed to increase this line to $3,500.00 due to unanticipated expenses such as; the generator needed repairs, a bill for ice machine that was broken. The system had not been cleaned in several years, the hot water system needs repairs but he will wait until 2008, and the backside of the building needs to be painted.
· Equipment & Equipment Replacement – The equipment line item has increased as a result of the need for a “water thief” needing to have some repair. A water thief is a pipe in which you can take 2” hose and send out 4”; currently none of the Town equipment has gated y’s to allow for shutting down. All mutual aid towns have them, Greenfield does not, this item is approximately $1,700.00 each, and we need 3 to begin with.
Equipment Replacement – As far as replacement goes, the Fire/Rescue will be purchasing 4 sets of turnout gear at $1,775.00 each; two sets of rescue turnout gear will also be purchased. Rescue turnout gear has a bio-barrier, which reduces the possibility of blood born pathogens. Discussed the turnout gear, after speaking with the budget committee Plourde understood they do not want warrant articles that are less than $5,000.00, he has incorporated the new gear into the budget. New gear will be budgeted every year until we have all new gear for members.
Kullgren discussed the auditors also did not want to see small warrant articles; the minor expenses should be included in the budget. Kullgren did ask about the Capital Improvements Plan and how did a new fire truck fit into the plan.
Plourde said he is waiting for word from fire engine companies all over the country. He is looking for new equipment, a five man enclosed cab, NFPA compliance for emergency apparatus, no bells or whistles, but fully outfitted. He would like to purchase the truck as a turnkey piece of equipment. He indicated he would continue to seek out grants for this piece of equipment but it is very competitive grant process and it is unlikely that we would be awarded the grant. The process opens March 1 and ends the first of April. Other expenses before the year end is as a result of the 6 month inspection, MOTO reported that the duel frame system is separating from itself on the bottom and is actually a six foot area that is currently structurally sound, but he was not sure how long it will remain solid. The current truck is 31 years old, the town did not buy the truck the Greenfield Firefighters Association purchased the vehicle and donated it to the town after they had it restored.
Selectman Adams asked if an estimate for a repair has been obtained?
Plourde responded that no he didn’t get an estimate; he further responded that he wouldn’t want to drive it on these roads with a repair job. The truck itself has been well maintained.
Kullgren mentioned the option of having two warrant articles – one accepting the purchase of a new truck with a grant, the other to purchase a second hand truck if the grant is not awarded to the Town.
Day discussed purchasing a used truck, then budgeting funds each year after that for a new one.
Road Agent, Fox commented that 2007-2008 was one tier of the EPA raising prices per unit 15%, another increase in 2010- this is the time to buy new if we are going to purchase any vehicle new.
Adams asked about the five man enclosed cab and why do we need an enclosed cab; many of the men go directly to the fire.
Plourde responded that the current truck is a 5 man open cab – this is the towns rescue truck – the firefighters need to be safe, the town is liable.
Budget Advisory Chairman, Bruce Dodge asked if there were any pagers or radios anticipated to be purchased for 2008.
Plourde said no that currently the radios have a 5-year warranty – in two years he will start to rotate, the town was very supportive last year. 10 were purchased with a voice repeat for the officers. This records the call from Keene and allows the officers to playback the call, it really is a benefit.
Budget Advisory member, Myron Steere asked how many pagers are needed in total
Plourde answered there are currently 40 good ones, a stack of broken ones that need to be sent out to see if they can be repaired or should be replaced. New members will get older used ones until voted onto the department.
Kullgren looking at the CIP, there is nothing until 2011 to be purchased, does that sound correct.
Plourde said the tanker will need to be replaced and the town should be thinking about that.
Selectmen thanked Chief Plourde for his time.
6:30 – DPW Supervisor, Duffy Fox – As with the Fire Dept., the proposed 2008 budget was reviewed. Chairman Kullgren asked that it be on the record that “With everything that has gone on this year, Duffy is to be commended for what a good job he has done on his budget for 2007.”
Kullgren commented further that there are no warrant articles for 2008, and that three payments are complete and will not be in the budget for 2008.
Projects:
· Bridges – Fox reported that the Dodge Road permit was just received two weeks ago, therefore that project will have to be bumped until next year. The Town also has Lyndeborough Mountain Road Bridge to replace, which may need to be upgraded in size and scope of work for the bridge.
· Culverts - Schoolhouse Road culvert is going into failure, as is the smaller bridge on Francestown Road. Fox said he would recommend doing them one at a time and see how things go. He understands the State Bridge authority is going to mandate 30” pipes, which would put the culvert down near the Fleck area on the list for replacement also.
· Overlay – There is no overlay paving to be complete this year, also no road projects could be completed in 2007 due to the flooding in April.
· 2008 Budget – The budget is only being changed by $300.00, nothing has been budgeted for road recon or paving issues, Fox wants that to be left up to the Selectmen to make the decisions.
On another note, Fox commented that with the bridge projects, some of the East Road issues still only have a base coat and it is 8 years out. He thinks there should be a mile of overlay & the bridge project on Dodge Road being completed would be reasonable projects for 2008. Further comment of how we had a good solid number from Francestown Sand & Gravel for the Dodge Road Bridge project, for just under $200,000.
BAC Chair, Dodge stated he is in favor of grouping the roads together and bonding them, to get the work done and then be in a maintenance mode.
Administrative Assistant, Davidson asked Dodge when he refers to bonding, how long was he thinking.
Fox discussed that a road has a life expectancy of lasting for approximately 12 –15 years
BAC member, Norman Nickerson wants to figure out projects and bond them for 12 years, this would allow the town to be conservative.
Fox would like to see some of the FEMA funds to go into gravel and hold the gravel roads up better; gravel is a big expense as are the trucks that are being hired.
Dodge asked if Fox bids out the gravel for best prices?
Fox asked how does he do that, he believes strongly that the town is getting the best price. We drive the shortest distance and get the best quality right in Bennington.
Steere asked if there is any chance when negotiate with Bennington, if we pay in advance could we get a better price.
Kullgren asked Fox if in the fall of 2007 was he going to fix gravel roads and be prepared for winter.
Duffy said it makes sense to get them up into better shape before
Day asked about the five-year culvert plan and where he was with it.
Duffy said he is very far behind because when culverts should have been installed the gravel was very wet; then the loader was broken and he has fallen behind but he will do his best. The backhoe has 11,000 hours on it, he expects to replace it in two years; it would cost $75.00 hour to rent a machine such as this, if you multiply it by 10,000 we have gained approximately $3,000.00, by owning the equipment we have the luxury of having it when we want it and/or need it.
Kullgren asked if we removed the Dodge Road project, what other projects would be addressed?
Fox said that all the bridges would need to be engineered – if the Town does not accept the NHDOT road standards, any future FEMA could be denied. It is a gamble. Fox went on to discuss other roads that could use the culverts that are replaced. Closing Schoolhouse Road is a consideration the town could think about.
Day asked what impact it would have on the Town if Dodge Road was closed; Fox said it could jeopardize the entire Lyndeborough Mutual Aid.
Myron Steere asked if the Budget Advisory Committee could get a list of projects that could all be rolled into one bond.
Kullgren replied the BOS hasn’t even discussed bonding yet, if that is even an option at this time. Kullgren asked Fox to review the CIP and get back to the Selectmen to discuss the DPW priorities.
Fox did mention the current CIP calls for a salt shed. It will be mandatory to have a shed build shortly, the State has minimal requirements of drains, a collective system and cement flooring. It will take a committed amount of time. Fox commented that if the Selectmen are going to be bonding, the highway sheds should be included this in the bond.
Discussion continued
Dodge reiterated Kullgren’s previous comment that the highway crew has done an outstanding job with 2007 budget. Considering the challenges he was up against since April, the roads are in good shape and the budget has remained in good standing.
Resident, George Rainier asked if Fox has received any price from Brox for the completion of East Road
Fox said no but that the cost of asphalt has jumped up 20% in one year.
Selectmen thanked Duffy for his presentation.
7:00 – Library Trustees – Maryanne Grant, Mike Kavenagh, Michael Sparling & Gail Smith were all present to discuss the year to date 2007 budget and review the 2008 proposed budget.
· Building Repairs & Maintenance - Kullgren noted that the Building Repair & Maintenance has not been spent. Mrs. Grant said that the downstairs meeting room is almost complete, however an ADA entryway is required to allow for wheelchair accessibility. Mrs. Grant said the town can get hard pack in the area just to get us through temporarily, but ADA compliance does have more stringent laws.
Michael Kavenagh spoke to the Board regarding the necessary repairs to the library roof. The Trustees were unable to get Mr. Turner to give a quote. Mrs. Grant and Mr. Kavenagh participated in a local library meeting, while at the meeting other Trustees had recommended Mr. William Brown from Keene to give a quote on the necessary repairs. Apparently, Mr. Brown specializes in slate roofs. Mrs. Grant stated Dublin & Jaffrey have both used Mr. Brown on their libraries and gave him very good recommendations. The Trustees are hoping to get the repairs completed in the 2007 budget.
Mrs. Grant stated the Trustees feel very confident with the 2008 proposed budget. They have really looked closely at the budget and understand all the funding. The only changes Kullgren noted was the Building Repairs & Maintenance line, which is explained by the need for energy efficient windows, an energy audit, etc.; the only other change is the part-time employee position which is coming to an end.
· Energy Expenses - Kavenagh spoke to the fact the Telephone line has been reduced; PSNH will be doing an energy audit to better understand where exactly the expenses are for library energy; they would like to get a better set of thermostats for the library; set back temperatures to be reduced to 55 degrees eventually. They would like to put a timer on the hot water tank or purchase a very localized on demand unit. Lastly, the building maintenance issue but involves electrical usage, they would like to have the asphalt removed and install black heavy plastic to push water away from the building, this will cut down a lot of use on the dehumidifier. They have cleaned the
filter on the dehumidifier and will continue to do so on a monthly basis, they also will keep the dehumidifier set more efficiently.
· Library Future - Kullgren wants to know about enticements to residents, enrollment of usage for the library and what are the plans the Trustees have for that.
Librarian, Gail Smith said the children’s librarian does a fabulous job to all ages of children’s reading; Gail has tried to get adult programs going but it seems that no one is interested.
Kavenagh said that the statistics reflect children’s usage, adults using the computers more. The Trustees would like to get a wireless setup to offer residents.
Mr. Steere stated that the BAC would like to ask the Trustees to entertain the idea of having the Recreation Department office located in the library. He went on to say other towns have combined the two departments and the BAC would like to have them consider it.
Mrs. Grant said she would like to know what other towns have the combined departments, before they commit to anything they would like to look into it.
Dodge discussed he has been researching studies on libraries and exactly what is the 21st century library to people. Dodge would like to see how this study could be applied to Greenfield.
Mrs. Grant discussed that as far as computers, resident Gil Morris has stopped by and has been wonderful helping to work on the rotation of the computers, upgrades and implementing the usage of computers in the library.
Kullgren asked about CIP adjustments in 2008, other than a roof, what is needed?
Adams had a question about the security and why is it so much more than other departments.
Cavanaugh answered that they are leasing to own the equipment and paying for the monitoring in one bill. Once the Town owns the equipment the fee will significantly reduce. Mr. Kavenagh continued to discuss the Trustees have been following the expense for the electricity usage, there has been no increase with the additional space, and all the equipment that is being used really hasn’t had an impact. They are very pleased.
Kullgren had one last question about signage and asked if the outdoor sign has it been completed.
All trustees stated yes, the signage is complete and they are happy with it.
Mrs. LeBlanc asked about the GES media room and if it is ever going to be upgraded, or will the elementary children continue to use the town library. Kullgren asked Deb to contact School Board Rep., Tom Weldon and ask him about this.
Another topic of discuss that came up was the safety of the children walking from GES to the Library and the crosswalks that are in need of re-painting. Deb was instructed contact the State Bureau of Transportation about the crosswalks and get back to Mike Kavenagh.
Transgressing a bit, Mr. Kavenagh asked how much space would the Recreation Department need if they were to be relocated to the Library.
Currently there is an office approximately 8’ x 8’ in size.
Brief discussion followed of Molly having her office at the library.
Kavenagh had one suggestion with regarding the budget cycle and scheduling, he indicated the Trustees appreciate the time line but would like to see the schedule a bit earlier, they only meet once a month and sometimes need more time to prepare.
Kullgren challenged back saying we need to start on budgets April 1, the BOS would appreciate to see everyone each month, meetings are always an open forum.
Other Business:
Lyndeborough Mtn. Rd. – Motion by Selectman Adams to support the Trails Association to accept the offer from Donny Hardwick if he should choose to donate the bridge located off Lyndeborough Mtn. Rd. Seconded by Kullgren. Brief discussion followed. Day would like to know if the GTA is going to be making Lyndeborough Mountain Road, or any other roads a Class-A trail this year at Town Meeting. Voted: Adams: Yes; Day: Yes; Kullgren; Yes – Deb was instructed to contact the GTA, who in turn will contact Mr. Hardwick.
Mtg. at Crotched – Deb asked how many people to be expected in attendance of the tour of the wood burning facility at the mountain? The agenda will be as follows:
· 6:00-7:00 pm Tour of the facility
· 7:00 pm spend ½ hour talking with the representatives at Crotched Mountain
· 7:30 pm adjourn meeting and then reconvene at Meeting Room to open RFP’s for Assessing & Mapping services.
CIP – ConVal has requested a copy of our CIP – Administrative Assistant to mail it after the updated copy is provided to the central office.
Ramp – Administrative Assistant reported the highway crew might be digging up the walkway and replacing it with a ramp in the next week or two. On another note the Administrative Assistant reported there are no bases, no electrical outlets, wiring in the front of the Town Office. When the ramp gets installed the highway crew said they would be putting cross tubes in so wire can easily be fed to install a new street light in 2008.
GRC- With respect to the error in the Spirit regarding hours open to the public, there was a suggestion from Brian Wakeman to keep the Recycle Center open 1:00 pm –7:00 pm through October. Selectmen were supportive of this suggestion, they would like a notice in the paper.
Other items that Wakeman put forward to the board are that the oil barrels not labeled or under cover. Selectmen suggested he label them and put them in the shed. Wakeman thought for safety reasons, a rope at the loading dock would be a great idea, Selectmen would like to see a chain; lastly, he does not know what to do with the florescent light bulbs & the non-dated batteries. Selectmen suggested he contact the NRRA, discuss the situation with them, dispose of them and then start fresh.
Karen suggested making residents in the town take their demo items to Peterborough; discussion followed on this matter. No decisions were made.
Inspection Station Permit - Adams asked Administrative Assistant if the office has received an inspection station application for Barry Fulton. Deb reported nothing has not been sent to town office as of this date. The State told Fulton they mailed it on September 26th. The State indicated today to Fulton they would e-mail the application to the central office. Deb will keep the board informed as to if/when it is received.
Schedules – Chairman Kullgren has a conflict on Tuesday, October 23, 2007 – that meeting will be scheduled for Thursday, October 25, 2007 at 6:00 pm
With no further business the meeting was adjourned at 9:30 pm. The next scheduled Selectmen’s Meeting will be October 16, 2007 at 6:00 pm at the Crotched Mountain Wood Pellet facility.
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