Town of Greenfield
Selectmen’s Meeting Minutes
Tuesday – March 04, 2008 – 6:00 pm
Present: Chairman: Aaron Kullgren; Selectwoman: Karen Day; Selectman: Jarvis Adams, IV
Chairman Kullgren called the meeting to order at 6:00 pm
Appointments:
6:15 – Library Trustees, Maryanne Grant & Mike Kavenagh –
· Shoveling - Maryanne discussed the lack of snow removal of the entryway and stairs to the new meeting room at the library; this needs to be sanded as well. Brian Wakeman will be notified of this and reminded this is part of his responsibility. Deb mentioned she has discussed this with Duffy, who will notify Brian. Maryanne reminded the Board this is an emergency entrance /exit and must be kept clear.
· Trustee meetings – Maryanne discussed the dates for trustees meetings should be put into the Spirit. Deb told Maryanne that if the dates are provided to the office, she would also put the meeting dates on the website.
· Advertising - Maryanne asked about advertising in the Spirit. The Board responded this is being encouraged and anyone who would like to advertise can buy space.
· Parking – Maryanne discussed the parking at the library is being used by people other than those visiting the library. She asked if this ordinance could be enforced and that it be reminded the space is to be used for only those visiting the library. Selectman Kullgren responded saying that the Police will be notified of this and asked to enforce this ordinance. A copy of the ordinance will be mailed to the non-conforming residents, alternative parking will be suggested.
· Meeting room – Deb asked about procedure for scheduling the use of the room. Maryanne indicated the procedure would be to ask the Librarian, who is in charge of scheduling the use of the room.
Maryanne asked what the board expects for the room (i.e. income). Katherine Heck recently discussed with Maryanne that she thought it would be a moneymaker for the town. The Trustees have not looked at the room as a moneymaker, they have thought of the space as a community room for the use of the residents. Mike Kavenagh stated the Trustees are working on a policy for the use of the room; they currently have 4-5 categories of possible usage. The policy will be provided to the Board to have on record at the central office.
Kullgren discussed his thoughts on the use of the meeting room, he went on to say he feels residents and non profits would be free of charge; any money making organization that used the room should be negotiable depending upon the function. Adams stated he agreed with the comment by Kullgren. Day discussed the fees for cleaning. Kavenagh discussed the Trustees thought is that there will be a deposit, that would be refundable upon leaving the building clean.
Liability for the room was also discussed, if a function is a town sponsored function the town will be covered via town insurance. Any other organization should provide a certificate of insurance.
Security deposits were discussed. Kavenagh discussed that if the Town sponsored a function there would be no deposit, further discussion followed that a $25.00 security deposit wouldn’t cover much if damage were done to the room. Discussion about if there was a meeting vs. private party, how should they handle this.
Kullgren commented that if there were damage done to the room by a town-sponsored function, the supporting department would then be charged accordingly. Discussion ensued regarding if the funds collected go to the town or to the library trustees, at this time the trustees will keep track of the income and it would be shown in the town report as departmental income.
Day recommended considering setting up a revolving account.
Kavenagh recommended he would contact Terry Knowles from the Attorney General Office and ask for the best way to set up the funds and also investigate who has control of the funds.
MaryAnn provided the Board with a transportation brochure – there is a group trying to set up a local driver list for Greenfield residents, Maryanne will have a sign up sheet available at town meeting for anyone interested in providing rides to those in need. She will have Tom Mullins mention this at the start of town meeting.
6:30 – Treasurer, Katherine Heck – The following items were discussed with the Board:
o RFP Responses
o Investment Alternatives
o Monthly Reconciliation
o Unfinished business
o Other Town Accounts
· Banking Services – Heck discussed banking services with the Board of Selectmen.
The presentation provided a summary of proposed options for the Town of Greenfield. All information provided is public and available for the public to review
With regards to the RFP for banking services – TD Banknorth and Ocean Bank were the only two banks that submitted responses. Both banks provided their bids utilizing the same information. It is the opinion of the Treasurer that TD Banknorth be considered to remain our primary bank for depository & banking management services.
Motion: Motion by Selectman Adams to continue with banking services through TD Banknorth at the recommendation of the town treasurer. Seconded by Selectpersons Day & Kullgren. No discussion followed. It was unanimously voted affirmatively for the Town of Greenfield to remain with TD Banknorth for banking services. (3-0)
· Monthly Reconciliation – Selectmen reviewed the January reconciliation. There were no questions.
· Unfinished business- The following six items of unfinished business was discussed with the Board:
o The Treasurer reported she is currently maintaining a complete and independent set of books, and it is now current in the Treasurer’s office.
o The Treasurer has made and will continue to make deposits on a regular basis as needed.
o Research of the Fireman’s Fund and the 200th Anniversary Account continues in an effort to make better use of the funds in these accounts.
o A complete Treasurer’s Guidebook has been created by the current Treasurer to be used in the future by any new Treasurer.
o There is a resident who has expressed interest in the position of Deputy Treasurer, a resume will soon be provided for the Selectmen.
o A TAN in the amount of $600,000.00 has been secured for the tax year 2008; this TAN has been secured through TD Banknorth.
In summary Mrs. Heck stated that since September 4, 2007, she has been working as the Treasurer and has enjoyed providing this service for the Town of Greenfield in this position. She has had several opportunities to work with the Planning Board and other Town Department heads and has acquired more understanding of the Town’s needs. She further commented that through the DRA, LGC and many other support systems she has continued to educate herself regarding Government Banking. She continues to work between 20-25 hours/month to maintain a solid understanding of the Town’s financial position, and will continue to look for ways to uphold her fiduciary responsibilities to the Town of Greenfield.
Selectman Kullgren discussed his concern for the costs that were associated with the TAN in 2007. Specifically, his question was related to his having done the job as treasurer, noting that when he obtained a TAN he utilized it as a “revolving” account and wondered if this fashion of expending the funds is continued. Mrs. Heck responded that if we don’t need the funds, she doesn’t use it, and the interest rate is significantly higher than it was a few years ago.
7:15 - Parks & Rec. – Molly Anfuso
Motion by Selectman Kullgren to enter into a non-public session under RSA 91A:3 II (a) – personnel matter. Seconded by Day & Adams.
8:30 Motion by Kullgren to enter out of the non-public session and to further seal the minutes. Seconded by Day & Adams.
Decision: There was no decision made
Other Business:
· Mail - Selectmen reviewed the incoming mail
· Elderly Deferrals - Selectmen signed two Elderly Deferrals – R9-61; R6-7
· Town Meeting - Selectmen prepared for Town Meeting, they reviewed an amendment for Article #7. Selectmen will discuss this amendment with Fire Chief Plourde. Discussion followed as to who would speak to which warrant articles at Town Meeting.
· BOS Meeting Change - With voting being taken into consideration the next Selectboard meeting is scheduled on Wednesday, March 12th at 6:00 PM.
· Planning Board Update - Selectman Adams updated the Board as to what has been happening on at the Planning Board level.
· Town Clerk - Selectmen discussed a letter they had sent to the Town Clerk, none of the board members have received a response.
Motion: Chairman Kullgren made the motion to have the Administrative Assistant contact the DMV and conduct an audit of the Town Clerk records. Seconded by Adams & Day. Voted: 3-0
· Spirit advertising – Discussion regarding spirit advertising and why was it cheaper to rent ad space than to sponsor the Spirit. Day explained because to sponsor the Spirit you are allowed the entire back page. Also discussed was if residents receive a 10% discount for sponsoring the Spirit – Selectmen unanimously stated no.
· Grant – Selectmen reviewed a grant presented from the Police Department for underage drinking.
· Towing License – The State of NH provided the Town with an application from CNL Towing to be a licensed tow operator in Greenfield. More information on this is needed before the application can be signed. Selectman Adams will contact Mr. & Mrs. Tuck and discuss this matter, reporting back to the other two board members of his findings. Deb provided a copy of the application to Adams.
With no further business the meeting adjourned at 9:30 pm, the next Selectboard meeting will be held on Wednesday, March 12, 2008 at 6:00 pm.
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