Town of Greenfield
Selectmen’s Meeting Minutes
(Work session only)
Tuesday – August 19, 2008 – 6:00 pm
Present: Chairman, Aaron Kullgren; Selectwoman, Karen Day; Selectman, Jarvis Adams, IV
Deb Davidson taking minutes
Call to order: Chairman Kullgren called the meeting to order at 6:00 pm
Appointments:
No appointments have been scheduled; this is a work session only
Order of Business:
Bids – It was briefly discussed to put the town office & meetinghouse buildings out to bid for painting prices in 2009. No decision was made.
Mediation – Deb to reported to the Board that Milford Mediation would work with the Town to try and reach a mutual ground with a personnel matter. There is no fee for this service; Deb will coordinate the times with the parties involved.
Mail –
· Under one Roof – Selectmen discussed the Under One Roof program and their recent letter requesting financial support for the expenses associated with “The Fact” book they publish. They are requesting $250.00 of financial support from the Town of Greenfield. Discussion followed as to how important this book is, it is provided to many residents for a variety of reasons, there is a lot of information in the book about services, programs and more within the Monadnock region.
Motion by Selectwoman Day to utilize $100.00 out of the health agencies budget and $150.00 out of Chairman Kullgren’s remaining stipend. Seconded by Selectman Adams. No further discussion. Voted: Day - yes, Adams - yes, Kullgren abstained. Voted in the affirmative. (2-0)
· Remaining mail – Selectmen reviewed the remaining mail in the incoming mail folder
Signatures –
· A/P invoices and P/R checks.
· Minutes – The Board approved the minutes of August 12, 2008 as written.
· Peterborough Players Donation – Peligia Vincent approached the board via e-mail, asking if the board would consider allowing the use of an evening at the Greenfield Meeting House to be used as a raffle for a Peterborough Players fundraiser. Discussion followed, the Board will support this request. Deb was asked to respond to Mrs. Vincent, making sure she understands the winner is responsible for coordinating the date with town office, insurance, police & contracting a band for the function date.
· 911 Liaison – Selectmen approved Catherine & Deb to be the 911 Liaison for the purpose of numbering houses.
· Veterans Exemption – Sweeney was approved
· Policies adopted:
o Code of Conduct
NH Used Oil Collection Grant: Selectmen discussed the NH Used Oil Grant, motion to allow Matt permission to apply for the grant is needed before he can actually apply for the funds.
Motion by Chairman Kullgren to authorize Matthew Blanchard, Greenfield Recycle Supervisor to enter into grant agreements for the NH Used Oil Collection Grant funds. Seconded by Day & Adams. Discussion followed regarding what this grant is meant for. Deb explained there is $2500.00, which can be reimbursed yearly for repairs to the oil burner or items needed to keep the boiler safe. Roll cal vote: Adams - yes, Kullgren - yes, Day - yes. Affirmatively voted: (3-0)
Parks & Rec. –
· Job Description - The Board spent a good amount of time discussing and working on the Parks & Recreation Director revised job description.
· Timecard questions - Discussion followed regarding allowing Molly to, this one time, use the time she previously worked and did not take pay for. This cannot happen again, it is a federal labor law, if you work time you must be paid for it; you cannot “save” time.
· Interim Position – Discussion followed regarding past interim positions and how they were handled. Karen will discuss the interim position and vacation/personal time with Molly. Deb was instructed to get for Karen how many hours Molly has worked to date and what she has left.
· Oak Park inventory – An inventory of all items in the Oak Park building was discussed, it is unanimously agreed there must be an inventory completed. Deb will get together with some volunteers and provide the BOS with a complete list of inventory. Loren White was present and indicated he would look for his dremele tool for engraving on items. Deb will send him a reminder.
· Oak Park Building Cleaning – There have been some concerns about the building needing more appropriate cleaning prior to/after events. Deb was instructed to discuss this with Molly, if necessary deposits will not be returned.
· Oak Park Keys – Discussion of keys for the Oak Park building followed. The Board instructed Deb to have more keys made, Duffy is to get a set, as is the Board of Selectmen to have a set at all times.
D.P.W –
· Vacation time – With regards to the question of “Can Duffy take time off and use 2009 Vacation time”? After conferring with LGC legal counsel, the Board will take the legal advice and not authorize advance vacation time payment.
· Fire call time – Discussion followed regarding if an employee could be paid their highway wages, when on a stand by fire call? This was also discussed with legal counsel; the employee cannot be paid the stipend and hourly wages for the call. The Board will authorize payment this one time for this occasional call. However, in the future the employee(s) must ask permission from their supervisor first, if necessary the personnel policy will be adjusted accordingly. The time card must also reflect the fact the employee was not in town, the current time card is also to be adjusted. Selectmen would like to ask Fire Chief, Jim Plourde to keep an
accounting of calls and who attended the call; this will allow verification on time cards.
G.R.C.-
· Fundraiser – Deb discussed the fundraiser, after expenses a Trust Fund has been set up, with approximately $1,200.00 in the account. However, there is still one invoice that will need to be paid, the reimbursement cannot happen at this time, as the Trust has already been set up. Danni Lowell assured Deb that is fine.
Adjournment - With no further business the meeting adjourned at 9:15 pm. The next scheduled meeting will be Tuesday, August 26th 2008 at 6:00 pm at the Town Office Meeting Room.
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