Town of Greenfield
Selectmen’s Meeting Minutes
Tuesday – June 3, 2008 – 6:00 pm
Present: Chairman, Aaron Kullgren; Selectwoman, Karen Day; Selectman, Jarvis Adams, IV
Call to order: Chairman Kullgren called the meeting to order at 6:00 pm
Appointments:
6:30 – Donat Bay & Kimberly Dorn – After introductions Kimberly Dorn gave a brief history of Plowshare Farm and explained the vision of the farm. Ms. Dorn explained that it is the belief that every human being has a right to be part of an important job in life. She went on to give examples of goals each individual holds dear to them. The farm has continued to grow, and they want to see it continue to expand in a small range environment. The future goal is to build 5 full-life houses and an extended day program. Ms. Dorn invited everyone to attend lunch at 12:15, they serve lunch at the same time everyday they serve good whole food and would love to share with anyone interested.
A brochure on Ploughshare Farm was presented to the Board.
Discussion regarding the building “Agora” followed, Agora is where there is a new bakery, office, typical with a community building it is built at a commercial level. The most important part is getting the house parents. It is a real commitment and having a community building adds to this to becoming a reality.
This is the first from scratch home being built, fundraising is down significantly, times are hard for everyone. Food prices have had a huge impact on their community. They don’t live by a hospital standard, they live by a house and they feel the impact of the economy.
Discussion followed regarding they always intend on paying the town & county portion of taxes, and feel this is fair. However, they are concerned with the future. The new home to be finished late next spring. They do want all houses to pay the town & county portion of taxes. It was explained this new house is an anxiety for their program, Dorn indicated she would like to see the exemption begin on the new house in 2010. She is concerned about the 107 acre lot as they serve all the houses, and they are not sure they will be able to pay the same with the community building. They would like to propose ½ the tax or possibly no increase in the town county portion until 2010.
Donat asked if that is a clear picture of what they believe in and what the farm is about.
Kimberly noted they are not proposing to pay less than they are now, but asking for a lower increase until they get the residents to fill the housing space. They will be happy to make an additional in kind donation if they, at sometime in the future, are in a financial position to do so.
Donat mentioned they do a lot of their work themselves, as it is more financially feasible and they provide a better quality of work, but it does take longer than hiring it out.
Currently they are working on a residence, upon completion the next house will be planned for the future. There will be 6 houses, with 5 life sharing houses and one community center. There are 5 licenses they currently hold, they would eventually like to obtain a licensing certification of their own stature.
Dorn mentioned if anyone does want to visit the farm, the best time to come visit is 11:30 – 1:00 to see how the program actually works.
Kullgren discussed the PILOT, he asked about budget projections and what range of PILOT are they considering.
Dorn stated that she is confident that by 2010 they could pay the full taxation on the new house. The other buildings she is not sure, but she can read how they can do a day program but is not sure how they could work out the logistics at this time.
Payment would be about the same as they pay for their home, if they have income fluxation they would certainly pay an increased amount.
Kullgren commented the Board would like to discuss and deliberate and get back to Kimberly & Donat at a later date. They would like to see a projected budget. Dorn stated she would get some sort of a projection to the office and by 2010 they will revisit the entire program.
Selectmen thanked them for visiting and updating the board on the improvements at Ploughshare farm.
6:50 – Gwynn Mitchell – Mrs. Mitchell opened by saying she had two issues of concern. One as someone who was not invoiced properly the second as a tax payer. What she received in the mail as an invoice was not what she had expected, there was no notice who to pay and it was not an actual invoice. She wanted it noted in the minutes she is not criticizing Dario, she thinks he is fantastic.
Chairman Kullgren responded by stating what Mrs. Mitchell received was incorrect , an inter office memo in not an invoice. He agrees a proper invoice should have been sent out in a timely fashion.
Mitchell further expressed concern as a taxpayer, as no interest should be incurred by taxpayers for large projects.
Selectmen explained the procedure for assuring invoicing happens appropriately. Copies of invoices should have been provided.
Dario commented he would like to contact Upton & Hatfield before signing off on the recent legal bill, as it does not make sense to him as why the billings aren’t the same for both Brooke Leasing & Sawmill Estates, the projects are so similar.
Kullgren commented the Board may like to rethink the billing process, but at this time status quo will remain.
Dario stated he likes the feedback, time moves slowly and he admits he has been lax in the billing process. Currently, Dario will continue to invoice at this time, as will all dept. heads.
Deb suggested delegating the paperwork to another planning board member may be helpful, also if it would help Dario she could make a checklist of proper procedures. There is an accounting policy that could be reviewed that may be helpful also.
7:15 – Wayne LeBlanc – R4-55 – Mr. Leblanc was not able to attend, he asked that his mother, Lee Leblanc, speak on his behalf. Mrs. LeBlanc understood that Wayne would like to offer to pay three years of taxes on this property, and then become the sole owner of the property.
Deb explained a copy of the Trust, making Wayne the trustee of his children must be provided to the town, to clarify exactly how the trust is set up. Also a written statement from Mr. Buxton who also owns 50% interest in this property must be presented to the town, before any offer could even be considered.
Discussion followed.
Tax collector, Kathy Valliere was here to discuss this matter also. Kathy explained her thoughts on the situation.
No decisions were made at this time.
Mrs. Leblanc asked about the gardens at Oak Park and wondered what would be happening with them this summer. Discussion followed. Mrs. LeBlanc should contact Molly Anfuso to see what her plans for the gardens are.
Other Business:
Mail – Selectmen reviewed the weekly incoming mail
Signatures – Selectmen signed the following documents
· Writ of attachment – Geisel
· Timber Tax Warrant - $8,614.23
· Oak Park Rental – Greenfield Historical Society – June 7th
· Minutes – May 20th, 2008
· Land Use Change Tax – R7-21- Mackie
· Intent-to-Cut – R4-10-Novak
· A/P & A/P manifest
· Request for Credit to NHRS – Matt Blanchard, Joe Rice
Discussions:
· Time Cards - Selectmen discussed an employee who again, is carrying hours over into another work week , this has been done in the past and is unacceptable. The hours have been worked without BOS permission. Discussion followed.
Decision: It was a unanimous decision to draft a letter to this employee, backing up their position that absolutely no time is to be worked other than budgeted time, unless prior approval from the Board of Selectmen is authorized.
· Mileage – Deb was asked to find out how many miles it is to North Conway – it is125.25 miles one way.
· Exempt vs. non-exempt employees – Deb discussed the Dept. of Labor and tests, which qualify or disqualify an employee as an exempt (salaried) employee. Examples of employees within the town who do not qualify as an exempt employee were provided. Discussion followed. There was no decision made at this time to change any employment status, however this matter will be addressed in the future.
· Carbee – Selectman Adams will contact Attorney Teague to determine what correspondence between attorney’s has taken or will take place.
· Town Energy Committee - Deb was instructed to contact TEC Chair, Dan Wolover to schedule a meeting with the Board and discuss the energy vision for the Town.
· Planning Board – Chairman, Dario Carrara updated the Board with the Brooke Leasing road and what is expected of Mr. Hawkins. Mr. Hawkins has provided the Planning Board with a scheduled vision for the road.
· Budget Advisory Committee - Chairman Kullgren invited Bruce Dodge & Myron Steere to join the board for brief discussions. Discussion on the finance committee followed. The Budget Committee will attend the next finance committee meeting. Mr. Steere discussed various options for the recycle center. No decisions were made regarding either matter. Mr. Dodge mentioned the BudCom is short three members. Deb and Aaron both have a couple people they think may be interested and/or a good fit to the committee, they will contact these residents and get back to Mr. Dodge.
Chairman Kullgren briefed Selectman Adams on the task force and what charges have been divided among all members.
· Task Force – Everyone was reminded there is a task force meeting on June 18th at 7:00 pm.
9:18 pm – In accordance with RSA 91A:3 II (c ) Chairman Kullgren motioned to enter into a non-public session to discuss matters which if discussed publicly, may adversely affect ones reputation. Seconded by Selectman Adams & Selectwoman Day. Voted in the affirmative.
10:15 pm – Motion by Kullgren to enter out of the non-public session. Seconded by Selectman Adams & Selectwoman Day. Voted in the affirmative.
Decision: To meet in a non-public session on 6/10/08
With no further business the meeting adjourned at 10:40 pm. The next meeting will be held on Tuesday, June 10, 2008 at 6:00 pm.
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