Town of Greenfield
Selectmen’s Meeting Minutes
Tuesday – November 6, 2007 – 5:45 pm
Present: Chairman, Aaron Kullgren; Selectwoman: Karen Day; Selectman: Jarvis Adams, IV
Debra Davidson, Administrative Assistant taking minutes
Call to order: Chairman Kullgren called the meeting to order at 6:00 pm.
Appointments:
Grounds keeping –
Selectmen opened the Groundskeeping Bids at 6:05 pm. There were seven bids submitted for the 2008 Groundskeeping season –
· Gagnon Landscaping – $13,750.00
· Greenfield Landscape & Irrigation LLC - $18,375.00
· JP Lawn Maintenance - $ 31,080.00
· Sunnydaze Gardens - $34,552.00
· Dubs Shrubs Landscaping - $46,990.00
· A-1 Services - $49,607.00
There was no discussion at this time regarding the groundskeeping bids. The Board will review the bids and then discuss the best option among each other before making any decisions. The Board would also like the Parks & Recreation Director, Molly Anfuso to review the bids and provide them with her opinion before making any decision. Molly should discuss this with either Deb or the Board within the next week or two.
Fuel Bids –
At 6:25 the Board opened the fuel bids, there was only one bid was received.
· Allen & Mathewson – #2 Fuel was bid at .20 cents above cost on the day of delivery; Propane was bid at .40 cents above cost on the day of delivery.
Chairman Kullgren wanted it noted in the minutes that his wife works at Allen & Mathewson, however she is not involved in the pricing at all.
Brief discussion followed, the Board instructed Deb to find out what Conval pricing is. The Board will make a decision next week.
Budgets:
6:30 – BAC members Bruce Dodge & Myron Steere were present, as were all Dept. Heads to discuss the proposed 2008 budgets
· Parks & Rec. – Molly Anfuso reviewed her proposed budget; she went on to explain the swimming fees will be put into the revenues to offset cost of lifeguards. Funds for Activities will be transferred by year-end. There have been no changes since last time everyone present at this meeting reviewed budget. The only foreseeable change may be the Groundskeeping.
Grounds Maintenance – Kullgren asked Anfuso if she would need all the remaining funds to make it to year- end. Anfuso replied that she would not be using the fertilizing funds. Molly went on to say that Broad Oak Tree Co., indicated it is not efficient to fertilize organically bi-annually. Molly continued to discuss the fertilizing process, how she has implemented the process etc.
Maintenance – There are several items that Dan Sousa has been working on, Molly explained them.
Activities – When all is said and done, there will be less than $200.00 spent on activities by year-end.
Little league – This expense will also be $0.00 at year-end, as the transfer will be made to the revolving account.
Chairman Kullgren mentioned to Anfuso that there would be a personnel review being completed on her within the next few weeks. With no further questions, the Board thanked Anfuso for coming to the meeting.
· Highway – Kullgren reviewed the 2007year to date figures. FEMA funds have been reimbursed in the amount of $106,486.00. There has been no state funding has not yet been sent to the town.
Kullgren asked what the plan was for road reconstruction in 2008.
Road Agent, Duffy Fox replied that it depends on what happens on Dodge Road & Mountain. Road. He went on to explain the structure for Dodge Road is 65,000; $49,000 for the hydraulic engineered study, if subbed out and the highway does not do the work, the entire project is shy of $200,000 – the original price was $210,000.00 after the hydraulic engineering study done, that was several years ago.
Budget Committee member, Myron Steere commented he thought there should be a public hearing to see if the residents of the town will want to invest the funds into the road.
Duffy explained that in order to continue to receive FEMA after a disaster, we must comply with State & Federal bridge & road standards. The mitigation plan that SWRPC put together for the Town must also be complied with.
Selectman Adams stated he thinks it’s a good suggestion to consider closing the bridge.
Discussion followed regarding mutual aid response time, the importance of the quick access to the road, and safety for new residents, children etc.
Roger Lessard stated that one abutter on north side, who is a fire fighter, is pretty ambivalent about the bridge.
After lengthy discussion, Fox reminded the Board there is a fire pond at the end of the culvert. He also mentioned that shortly another sister to that bridge on School House Road will need replacement, he also asked if there is any consideration of closing that road. School House Road and the New Boston Road bridges will both need to be repaired soon, postponing projects may not be the answer. Fox also said there is a lot of drainage work to be done in this town.
Roger Lessard asked if neighbors are polled and determine they don’t want the bridge, would the board accept their wishes.
There was no response to his question.
Mike Kavenaugh asked how long does the mutual aid agreement go on for.
Fire Chief, Jim Plourde responded that it is one- year, and then the Town is the first responder. However, if the bridge stays down indefinitely it will need to be looked at with regards to safety.
Budget Committee Chair, Bruce Dodge recommended that a concrete plan be put into place, something like making a $200,000.00 project take two years instead of one.
Fox replied that the project must be done during the dry season; there is an 8-week wait for the structure. One option is to set funds aside into a Capital Reserve Fund and divert it over two years.
Kavenaugh asked if the Army Core of Engineer rent bridges or would the State?
Fox said that the Town can rent them for $1,000.00/month, then that makes for a very dangerous situation if there were a wash out. The FEMA funds received for the Dodge Road Bridge were for the material that was washed away, the bridge was condemned before the April storm and the Federal Government knew it.
Adams stated the difference is only minutes we are talking for rescue.
Mike Kavenaugh asked what happens with FEMA funding if the bridge is completely closed.
Duffy said if we just replace in kind then FEMA won’t support the repairs, but we can close the road if the town wants that and then there would be no funding.
Kullgren asked Fox if he didn’t do the bridge project in 2008 what projects would be completed.
Fox replied by saying he would like to do drainage work and/or work on Mountain Road.
Kullgren discussed the warrant article standpoint; the highway has three warrant articles coming off the budget in 2008. The proposed 2008 Highway budget is down approximately $35,000.00; however, this figure is not taking into consideration wages.
Fox commented to the Board that he was very thankful for the Loader during the April storm. He went on to say, the highway crew would not have been able to handle the donation of gravel from Hancock, and that the work that was completed was so much more efficiently completed by having the loader to utilize. The loader should also be able to help out with the downtown cleanup during the winter months.
Kullgren expressed to Fox that he needs to sit down with the Board and discuss what he would like for wage increases for his subordinates. The Board will take care of Fox’s review, but he will need to justify his recommendations for the crew.
Bruce Dodge commented that with all the damage from the storms, rebuilding roads should take a backseat to maintaining or up keeping what we currently have for roads.
Selectwoman Day asked Duffy to explain the funding for FEMA and how it all works; Duffy went on in length explaining the program.
Kullgren explained a small bit of the financial hardship the town is looking at, and asked that everyone look closely at their budgets and not ask for any funding in 2008 that they do not absolutely need.
· Library – Kullgren reviewed the year to date budget, there were no questions with regards to the 2007 budget.
Library Trustee, Maryanne Grant noted the proposed 2008 budget is less than 2006 budget. Maryanne asked the Board how they would like to have the budgets presented, line by line in exact detail or just ask questions if the Board had any.
Wages - Maryanne inquired about raises, she understands that evaluations are now being implemented and not sure how she should present the salaries.
Maintenance - Maintenance has increased in 2008 due to some work that must be completed. There are plans in the work for thermostats; quotes for a new hot water system are being sought. Two variations of systems have been considered. The trustees would like to do something with the windows for the winter to stop the air leaking. There are water leakage problems being addressed, black plastic will be put around the perimeter of the building and gravel will be installed. Saving money and/or betterment of the building are the 2008 goals of the trustees.
Selectman Adams asked about the thermostats, he was wondering if they are going to be done this year or next.
Trustee Mike Kavenaugh responded that the goal is to replace them in 2007.
Maryanne indicated the library does have a leaking roof. The new room at the library is 99.9% complete. With these projects coming to completion there will be no increase in the budget.
Kullgren stated he has only one question, he is wondering what is the building now. Is it a library or a media center, what is the building – what are we trying to do with our new library.
Maryanne stated there is a lot of excitement and growth. Maryanne further explained some of the desires the Trustees have for the Library, a few of the goals are implementing an adult reading space, a book mobile, adult programs, as well as there currently is WIFI operating.
Planning Board/ZBA – Chairman Carrara explained that the increase in the budget was a result of legal ramifications from the Landmark lawsuit. Landmark did not file an appeal within the 30 days timeframe; therefore Dario would like to reduce the legal budget to whatever the Selectboard feels comfortable with. The board will reduce the legal budget to $2,500.00; the ZBA will also be reduced to $2,500.00
General supplies – This line item is down, and fees have increased.
Dario reported on the case, Landmark vs. Town of Greenfield. He explained the various decisions made and that the court upheld the all the Town decisions. The boards all agree they made the proper decisions, and are glad they maintained their legal standing.
· ConCom – Chairman, Roger Lessard asked to amend the ConCom budget by reducing Dues & Subscriptions to $275.00; and to reduce publications to $50.00. On another note, Lessard asked that the Town become more energy conscious and further proposed the formation of an energy study committee. The committee would be a subcommittee of the ConCom. The committee would report to the Chair of the ConCom who in turn would report to the BOS. Lessard discussed an interactive website where we can extrapolate the current energy costs etc.
Kullgren asked Lessard when a timetable would be available. Lessard stated first a committee needs to be established.
Motion by Chairman Kullgren to authorize the formation of the committee just mentioned by Roger Lessard Seconded by Day & Adams. There was no discussion – roll call vote (3-0)
· Fire Dept. – Chief Plourde & Chairman Kullgren reviewed the year to date budget. Kullgren asked Plourde if there are any funds the Fire Dept. would be able to return to the town. Plourde said as of right now there will be very little, if any. Reviewed the 2007 budget at $101,000.00 – The 2008 budget reflects turnout gear that is in need of replacement, the equipment should be replaced to assure viability – there will be a purchase of 5 sets of fire gear and 2 sets of rescue gear.
Equipment – Plourde stated this line item needs to be increased due to the fact there are several appliances that the Town of Greenfield does not have and we should have. For example a gated Y, a Jaffrey valve and more. Duffy Fox explained what a gated Y is. Plourde explained what a Jaffrey valve is.
Selectman Adams asked about purchasing vehicles and/or equipment from the used market.
Plourde stated he really hasn’t looked into this too much.
Kullgren asked if there were any additional warrant articles.
Plourde replied that there would be a warrant article for new apparatus, that being the replacement of the 1976 cab. Plourde explained that recently there was a pump class and as a result of that class it was discovered the pump only flows at 70% capacity. Because of the age and style of the pump the parts are going to be non-existent. The new grant cycle begins on March 1 and ends on April 1. Plourde noted there was over a billion dollars of funding request for apparatus in 2007; there was only a million dollars of apparatus supported. He stated this is an example of the of the competitiveness for this grant. He did mention that based on the towns financial standing, the age and the poor status of the current equipment, we may have a better chance of being awarded some funding this time. Prices for a new truck vary between $332,000 - $450,000. “This would provide a turn-key vehicle, no bells or whistles, a nice piece of equipment.”
Equipment replacement - is increased to allow replacement hoses for the trucks. This is a program that was implemented last year and Chief Plourde would like to continue with the program keeping the equipment up to date.
Myron Steere asked Plourde to look at the comparative information that has been provided and at some point could he answer why Greenfield Fire Budget is approximately $20,000.00 more than the surrounding towns.
Plourde said he would be happy to do that.
· Recycle – Before reviewing the recycle budget Kullgren wanted to discuss the positions at the center are moving forward and the board has come to a mutual decision this is a two-person operation. There will be a fulltime Supervisor and a part-time position advertised. At this time it is best that both positions be posted, the Selectboard will accept applications and move forward from there. The board recognizes that Brian Wakeman has done a great job for the town; the board feels at this time it is important this position is advertised.
Mr. Wakeman stated he understands this.
Action: Advertisements for both positions will be put into the local paper.
Adams reiterated that the minutes had reflected in the past once the position became full-time was it going to be advertised.
Myron Steere asked if the Board would consider changing the hours of the operation at the center as well as the possibility of using Crotched Mountain as our recycle center.
Kullgren discussed this and said he would rather have a meeting with our Supervisor, Budget Advisory Committee and the Crotched Mountain Supervisor. Kullgren encouraged Steere to facilitate the first meeting.
Wakeman asked what the deadline for the advertised position would be.
Kullgren asked the positions be advertised and a decision will be made on December 4th., 35 hours for the full time and up to 20 for the part-time.
Dario Carrara asked if the Supervisors wage would be based on an hourly or salaried position. Discussion followed.
Roger Lessard mentioned he has received a quote on the trailers he had inquired about earlier in the year; the quote was $1,000.00 for what could be roadworthy trailers.
Kullgren discussed the disposal fees from a process standpoint; they will reduce the disposal fees to $34,000.00.
Wakeman indicated he would try to get a grant for the composting toilet he had discussed at a previous meeting. He was requesting authorization to seek out grants specifically for that. The Board noted they would drop the line item within recycle budget for 2008 for the port-a-potty in anticipation of the purchase of a composting toilet.
Heating fuel – It was noted that to date there has not been any fuel oil used, the Board will reduced the 2008 line item for heating fuel to $1,000.00.
Adams asked if the asphalt for the loading dock was scheduled to be completed.
Wakeman had indicated that he thought Duffy had scheduled it to be completed next week.
Neal Brown asked if the recyclables are still flowing
Wakeman stated that now that he knows what authority he has he will be contacting the NRRA. As of this moment there hasn’t been any recyclables moving, but now he will contact them and have the recyclables removed.
Myron Steere asked if the Board was considering pay as you throw and if they were they needed to get information out and then get feedback from residents.
Kullgren stated he would like to solidify the labor situation and then talk strategy
· Police – No questions on the Police budget. Chief Giammarino explained the equipment line item that was questioned a few weeks back is specifically for purchasing bulletproof vests for officers. The current vests are 5 years old don’t need replacement at this time, however Chief Giammarino would like the line item to remain.
No significant budget increases or requests. There will be no warrant articles, the current cars are in great shape, and there is no need to replace either one.
9:00 pm in accordance with RSA 91A:3 II (a) motion by Chairman Kullgren to enter into a non-public session to discuss a personnel matter. Seconded by Adams and Day. Voted: Affirmatively.
At 10:00 pm Chairman Kullgren motioned to enter out of the non-public session and to further seal the minutes. Seconded by Adams and Day. Voted: Affirmatively.
Motion by Chairman Kullgren to allow Chief Giammarino to roll over two weeks of his 2007 vacation into his 2008 vacation time and to further pay Chief Giammarino for his unused 10 holidays before the year 2007 ends.
Seconded by Adams & Day.
Discussion regarding Chief Giammarino’s vacation & holiday time followed.
Vote to accept the motion: Roll Call Vote: Adams, Yes; Day, Yes; Kullgren, Yes (3-0)
Decision: The Board of Selectmen approve Chief Giammarino rolling two weeks of his 2007 vacation into 2008 and to further pay Giammarino for the holidays he has not used to date in fiscal 2007.
Administrative Assistant will put this in writing to Chief Giammarino and further notify the payroll department of this vote.
Other Business:
A/P Manifest was signed
GPD Shower the hot water needs to be repaired. Selectman Adams will look at it and determine what is the problem.
With no further business the meeting adjourned at 10:30 pm. The next scheduled meeting will be held Tuesday, November 13, 2007 at 6:00 pm.
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