Town of Greenfield
Selectmen’s Meeting Minutes
Tuesday – August 26, 2008 – 6:00 pm
Present: Chairman, Aaron Kullgren; Selectwoman, Karen Day;
Absent: Selectman, Jarvis Adams, IV
Minutes: Administrative Assistant, Deb Davidson taking minutes
Call to order: Chairman Kullgren called the meeting to order at 6:15 pm
Appointments:
6:15 - County Commissioner, Carol Holden – Ms. Holden reported on the county updates – Ms. Holden introduced herself and briefly discussed her position as the Hillsborough County Representative and further discussed the various communities which she serves and discussed the boards she sits on.
· Prescription Cards - Ms. Holden provided Deb with additional prescription discount cards for the community.
· County Budget - The Hillsborough County budget expenses have gone down; this year the goal was to reduce the budget to help reduce next year expenses. Revenues are down, however the budget decreased by approximately $1,000,000.00, which equates to approximately 2%. The County has not had to borrow in anticipation of taxes in 8 years, and they always wait until December 17th to make capital purchases. The reason for this is that after all communities pay their county tax bill, the county then has the funds to make capital purchases. The goal is to keep the budget 2% or under for 10 years from the previous year.
· Conservation lands - Ms. Holden discussed the conservation lands, historic lands etc., located in Goffstown where the headquarters are. The county is looking to consolidate services to lower taxes. There are nine unions in Hillsborough County; most union contracts have been signed, 3 are still under negotiation.
· Department of Correction – The DOC programs were discussed. Operation Impact is a program that allows young students in trouble to visit with inmates and be made aware of consequences resulting from drug and alcohol abuse. Ms. Holden provided a brochure, outlining the Operation Impact program, for the office to have. The County work program was discussed. Ms. Holden indicated she was very pleased Greenfield participated in this program this year.
· USNACO – The community can use this program as a means of purchasing in an effort to save funds. Ms. Holden provided Deb with a sheet directing where purchases can be made for Parks, Recreation Programs, Fire, Highway, Police, Office supplies and much more.
· Right to know – Discussion regarding the update on the right to know law. Ms. Holden does sit on the right to know board as the county representative.
Holden was happy to answer questions, she left contact information in the event the board has anything to discuss at a later date.
Annina Webster - Mrs. Annina Webster was present and asked which department is directed to take care of cleaning up the driveway at the old town office. Selectmen told her that it is the Highway/Recycle Departments; Deb was instructed to take care of this and get back to Mrs. Webster of the outcome.
6:30 – Parks & Rec. Director, Molly Anfuso – Molly had three items to discuss.
· Vacation time – Molly indicated that she is trying to understand the vacation pay she requested. Molly recalls being told she could leave things as is, and still be the interim Parks & Recreation Director. Aaron stated what he meant by that comment was that he wanted any “saved” time she had to be used and let things stay as it was, thus being her working 25 hours/week. If she worked 33 hours, she should be paid for 33 hours. No saving time, if you work hours you are to be paid for the hours worked. No one had any recollection of vacation being part of that conversation, nor do the minutes reflect such a conversation.
Aaron commented that he would not have any authority to make that decision; it is a decision that must be made as a board. Molly believes the resignation prompted her to have 75 hours of vacation time owed her. Molly read the personnel policy and discussed her interpretation of what it means. The policy will be reviewed, and Molly will be notified accordingly.
· Community Service program - Molly discussed that the county workers completed some awesome work at Oak Park. They did a lot of tree trimming, tennis court work, and much more. The weather was difficult to work around, but it all worked out. The park looks good, items not done are on the following do list, which Molly would like to have Matt or someone take care of.
o Painting bathrooms at Oak Park
o Cement barriers need to be installed around the propane tanks
o Trimming branches from around the shed at Sunset Lake before winter
o Other painting projects
o Removal of the signs with the trash bags from the beaches. Molly stated that by not providing trash bags, it seems to make people be more responsible with their trash.
o Move the kiosk from the Zephyr Lake tree and put it in a more visible location
o Check the status of the picnic tables at Zephyr Lake.
· Oak Park - Molly discussed Oak Park, how the property was obtained through a grant, and a recent inspection of the park on August 13th by the State Dept. of Recreation. Molly provided the Board with a copy of letter to be for the files. Molly read the letter from the State.
· Beaches – Lastly Molly discussed that the beach is closed for the season and the raft has been removed. She commented that everything is good. Molly indicated that some people want a raft/dock for little children. Discussion followed. No decision on this matter was made at this time.
Chairman Kullgren discussed that there is a resident that has filed a written complaint regarding Molly and the beach party. This mother was upset there was no advertising, no barbeque; the document reflects that Molly not present for the entire party and the lifeguards did everything with the children. Molly was not visible.
Molly responded by stating that the last two years there has only been a party for those who use the beach frequently. And stated that she wanted to reward the mothers & children who used it frequently with a small gathering for those who attend the beach. This year she chose an ice cream building party. She stated the lifeguards planned it, with music, ice cream and that is it. Molly said that she didn’t need to be there, she had another appointment in the afternoon, she said she felt it would be better to allow
the lifeguards be in control. Molly said she would discuss this misinformation with the lifeguards. Molly will respond to this resident, in writing, she will copy the board the letter.
Selectmen discussed they would like for form changed to say – “community feedback form”, as it sounds better than “complaint form”.
Deb discussed the amount of concession change that was turned over to the office was $216.00. It was discussed this is too much money to have as a concession amount, at the auditor’s recommendation there should never be more than $25.00 at the beach at any given time. Selectmen noted to Molly she should turn the money over to the Town each day if necessary, in the future there should only be $25.00 or less.
Molly discussed charging non-residents for use of beach, she further discussed more and more non-residents are utilizing our beaches. The board instructed Molly to research other towns and how they handle this; she should be prepared to discuss this by budget time.
7:30 – Library Trustees - Maryanne Grant, Eric Leonardi & Alternate, Connie Austin – The Trustees had several items they wanted to discuss with the Board.
· Non-essential – The Trustees discussed the board commenting that the Library is a “non-essential” department. As well as the “scuttle” that the Library is going to be one of the three departments to be overhauled, the other two being the Recycling & Parks & Recreation.
Kullgren discussed the comment regarding that the Library being an essential function vs. non-essential department pertained to the fact that research as to what is essential vs. non-essential to communities is documented by the State. For example each community must have a police dept. & highway they are essential. That was the basis of that statement, it was not mean to be derogatory in anyway.
Kullgren went on to say, as far as the board overhauling the library, he stated it is the Board of Selectmen’s job to reach out and understand each department. They believe it is prudent to understand each department, through this it was discovered there was a need for the recycle center to be restructured, that is why it was the first department to be given attention.
Kullgren discussed that with regards to the word “scuttle” there has been a lot regarding the Parks & Recreation; the Board wanted to better understand the Parks & Recreation Department. The reason the Library would be next is, “probably because of me.” Kullgren stated. When he looks at the communities in NH, he wants to know what a Library means to a community. Kullgren mentioned in the past there have been some good discussions regarding wifi, cultural centers and more than just books on a shelf. He indicated that is the intent of the Board to understand what is next for our town library.
Mr. Leonardi agreed with Kullgren that libraries are growing and being able to grow with the growth of technology is very important. He further stated that the library is still an important structure within the community. Mr. Leonardi discussed the future of the Greenfield Library and what the plan is and how to move it forward and needing the support. He believes that the library is essential.
· Library Roof - The slate roof at the library was discussed at length, budgets & year to date meeting updates were also all discussed.
Mrs. Grant reported the Trustees are going with Wayne Brown to repair the slate roof, the other two bidders were contacted several times, and never sent estimates back to the Trustees. Mr. Brown will do the job in stages, he will not mix synthetic slate with real slate, and he is using original slate only. Mrs. Grant stated Mr. Brown has been very good to work with; he has been a selectman in another town and understands the ways a municipality works. He came very highly recommended by Jaffrey & Dublin libraries.
Kullgren asked for copies of the estimates, to assure insurances etc., are provided to the central office before any decisions are made.
· Hours open to public – It was discussed that in summer libraries are generally closed on Saturdays, the Trustees have considered in an effort to save fuel, turn down thermostat on Friday at 5:00 pm and don’t open again until Monday at 1:00, that should have a significant savings on the heating costs. The Trustees would like the library closed throughout the winter months as well on Saturday. The Board of Selectmen agrees with this decision.
· Certificate of Occupancy – Mrs. Grant discussed the certificate of occupancy and some difficulty they have been having obtaining the certificate from Building Inspector, Peter Hopkins. Bill Harper is going to speak with Peter as Mr. Harper stated he would do whatever is needed to assure the certificate is provided.
· Booksale – Trustees are talking about library starting an ongoing booksale in November, to be open on Fridays, to be operated by volunteers.
· Bookmobile - Maryanne is starting a bookmobile, she will bring books to the shut ins, to the Greenfield Commons etc., she will either bring them books and/or take them to the library. This will be a volunteer venture.
· 2009 Budget – Trustees discussed they have been reviewing their budget and working on the 2009 budget, utilizing comparative budgets for the last two years prove that several line items are lower in 2009 than they were in 2007.
· Job Descriptions – Trustees are going to get some job descriptions for librarians to share and create a job description more tailored for the local librarians.
On another note, Maryanne wanted to discuss a group that has recently been organized to help the local needs of people. With times as difficult as they are, an effort to be prepared before crisis hits a family is much more efficient. There are meetings monthly held in Peterborough at the River Center, this group is very pro active and going forward in a very positive manner.
Karen asked how many Trustees there are.
Maryanne responded by saying that currently there are three with one alternate, hopefully there will be two more alternates in the future.
With no further business, the Board thanked the Trustees for coming to the meeting and will look forward to the meeting held at the Library on Wednesday, September 10, 2008 at 6:00 pm.
8:30 – Carol Irvin – Conservation Commission – Carol wanted to convey information she has regarding the ConCom. The ConCom is currently reviewing a minimum impact dredge & fill application for a property owner in town. If the ConCom doesn’t sign off on it, the property owner will need to deal with the state directly. As part of the application process with the Planning Board, the Planning Board requested this project have a fire pond installed. A plan was presented, brief explanation of the lots and the subdivision followed. Mrs. Irvine discussed the fire pond need, though there is a concern with the encroachment of the current wetlands. The ConCom has completed a sight walk of the area. The property owner has requested a variance from the ZBA, who did their site walk
this past Saturday.
Concerns: Encroachment on the wetlands & wetlands buffer, after speaking to DES, the DES does not feel it is such a big encroachment. The pond is going to be 80,000 gallons, however the fire dept. has not seen this fire pond proposal as of yet.
The way the water flows Mrs. Irvine is concerned the water will wash away vegetation. There may be more water whereas there is less vegetation; it may increase the size of the fire pond.
Concerns were expressed at the ZBA meeting as to who would maintain the fire pond if the pond were to dry up. Nothing specific is written in the homeowner’s association agreement. The board of Selectmen has not seen anything in writing regarding a homeowner’s association agreement to date.
Deb was instructed to contact the ZBA & the Planning Board to find out information regarding fire pond, the association agreement, and make sure the fire chief sees the plan. The boards all need to keep the board of Selectmen in the loop, the Selectboard would also like the ConCom concerns to be addressed as soon as possible.
8:30 – Oak Park Committee – John Hopkins & Dave Corliss –
· Blue B Que Update – Dave & John reported the Blue B Que was a success, with approximately $2,500.00 profit. They will come back next Tuesday with final figures. There was a great volunteer crew. Recycling went very good. Each station has a breakdown of funds and was very accountable. Discussions followed.
· Oak Park Committee - Discussion followed on what the purpose of the Oak Park Committee actually is. John Hopkins explained how the bylaws read that the Oak Park Committee was started, several years ago, to create capital improvements at the park, then the capital projects were turn over the maintenance of the town. They feel as new blood is introduced, there are new ideas, Dave & John would love to still be instrumental with the Blue B Que, but maybe it’s time for new committee member to bring forth their new ideas. The new members have great ideas, new energy, and everyone is excited about the committee moving forward.
Kullgren asked why the Planning Board hasn’t approached the Oak Park Committee to be involved with the CIP. Discussion followed as to the difference between CIP and maintenance. The OPC has an improvement plan, if approved by the BOS then once they complete projects, the town assumes maintenance.
Selectmen, Dave & John discussed ideas for improvements at the park, fundraising ideas and more.
Lastly, John & Dave discussed the number of volunteer hours that have been put into the park, they went on to say that being able to access the building when time allows is instrumental in continuing with the volunteerism. They asked the Board consider the Oak Park Committee being able to hold a key to the Oak Park building allowing access when the volunteers are around, as it can be difficult to locate a key sometimes. The board approved this request. Molly will be notified of this decision, Deb will get additional keys made – one for each Selectman and one for the OPC.
Order of Business:
Bids – Deb asked if the Board was going to put the Town Office and the Meetinghouse out to bid for painting in 2009. Brief discussion followed, no decisions were made at this time.
Mail – Selectmen reviewed the miscellaneous incoming mail
Signatures –
· A/P invoices and P/R checks.
· Minutes – BOS approved the 08/12/08 minutes as written
· Welfare lien – Deb discussed an assistance lien that was recently placed upon a property with the board. No action was needed.
Spirit – Deb mentioned that the Spirit needs to be edited within the next two weeks to be ready for print the week of 9/22/08, making the Spirit able to be mailed in time for October 1.
CMRC meeting – Deb reported that the previously scheduled meeting needs to be rescheduled. Either another night the week of Sept. 16th or after the 16th? The Board would like to have a work session among themselves first, Deb to set the work session and then schedule CMRC.
Planning Board – Selectmen regretfully accepted the resignation of Dario Carrara from the Planning Board, effective Sept. 23, 2008. The Board will wish him well with his future endeavors.
Community Service program – Deb reported the program was very successful, the weather wasn’t completely cooperative, however they are rescheduled to come back in October.
Adjournment - With no further business the meeting adjourned 9:45 pm. The next scheduled meeting will be Tuesday, September 2, 2008 at 6:00 pm at the Town Office Meeting Room.
| 
