Town of Greenfield
Selectmen’s Meeting Minutes
Tuesday – September 30, 2008 – 6:00 pm
Present: Chairman, Aaron Kullgren; Selectman, Jarvis Adams, IV; Selectwoman, Karen Day
Minutes: Administrative Assistant, Deb Davidson
Call to order: Chairman Kullgren called the meeting to order at 6:00 pm
Appointments:
6:30 – RSA 91A:3 II (a) - Motion by Chairman Kullgren to enter into a non-public session for the purpose of discussing a personnel matter. Seconded by Day & Adams. Voted unanimously in the affirmative.
7:30 pm – motion by Chairman Kullgren to enter out of the non-public session and to further seal the minutes. Seconded by Day & Adams. Voted unanimously in the affirmative.
Decision: No decision was made at this time.
7:35 – Treasurer, Katherine Heck –
· Recreational Revolving Account - Mrs. Heck was present to discuss the Recreation Revolving Account. She provided two handouts to the Board and discussed the handout from LGC, written by Barbara Reid, specifically outlining revolving accounts. Capital reserve funds & revolving accounts was discussed, the difference in the two types of accounts was also discussed. Mrs. Heck discussed that this fund is being utilized as a savings account essentially, and is not revolving. The RSA does say any, all or a part of the revenues can go into this fund, they don’t need to place all the revenues into this savings account. The account is not moving, the
interest is between $30-$50 per month.
Mrs. Heck reported to the Board that she has had several conversations with the Parks & Recreation Director about this account. She further stated she is more than happy to help if needed, but the Parks & Recreation Director has not asked for any help, but also has not revolved the account. Another suggestion would be to put a warrant article on the 2009 warrant and have part or this entire fund used for other purposes within the town.
Discussed the start of the revolving account, the increases, and the fact there are no expenses that have been paid through the revolving account.
Monthly reconciliation of this account has not happened since April. Another concern about this account is why transfer funds to a savings account when the town is borrowing TAN money for the general fund to remain fluent. Mrs. Heck explained how a revolving account should work if being utilized properly.
Gene Mitchell - Mr. Mitchell asked if the funds can be taken out of the account during the year or does it have to wait until the year-end?
Kullgren responded it should be removed immediately.
Kullgren asked Deb to contact the LGC and ask for a written opinion of the revolving account, how it should be run and what avenue we should take to handle this account. The question should be directed to Barbara Reid. We need to specifically determine what are the reasons we want this account vs. what are the reasons we do not want this account. The BOS will discuss the answer, discuss the account with the Parks & Recreation Director, and make a determination as to what avenue to take.
Selectman Adams asked Mrs. Heck what she would like to see done with this fund. She responded that she would like to see the Board sit down with the Parks & Recreation Director and determine what/where these funds are to be utilized most efficiently for the benefit of the town.
Treasurer position – Mrs. Heck discussed the Treasurer position wages, if the board chooses to appoint her as the treasurer in 2009 working approximately 20 hrs/month equates to $12.00/hour for the position with a $3,000.00 salary. She provided this information to the Board for informational purposes.
8:00 - Gene Mitchell – Mr. Mitchell was not scheduled for the agenda, however he asked for a few minutes of the Boards time. Mr. Mitchell asked the Board if they have addressed the ZBA regarding the letter from his attorney. Deb responded that she has provided them copies of the letter. No communication with the boards to discuss this matter, has taken place to date. Mr. Mitchell will be kept up to date as to what takes place and weather or not he will be having a re-hearing. The ZBA will be asked for a response.
Gene asked about his homeowners’ association paperwork, he provided it to the planning board quite a while ago. Deb stated that she has not seen it, and to her knowledge nothing has been returned to the town office from town counsel. Deb will check with John Teague as to the status of these documents.
8:30 - John Gryvall – Mr. Gryvall asked for a few minutes to discuss the recent letter from Attorney, Silas Little. After discussion the ZBA will respond to the letter, they will copy the Board of Selectmen. Discussion followed regarding wetlands buffer, fire ponds and more. No decisions were made.
Other matters:
P & R Job description - The Board of Selectmen reviewed what they have previously done on this job description, they discussed the position and added some thoughts to what they had previously worked on. This job description will continue to be a working document until complete.
Mail - Selectmen reviewed the miscellaneous mail.
Appointments - Selectmen signed two appointments, one for the Budget Advisory Committee – Dawn Decosta-Gallo; the other for the Parks & Recreation Committee - Rhonda Cilley.
Church Lease – Deb updated the Board with what John Teague and she discussed regarding the lease. He indicated that there is no problem extending the lease, a simple memo will be fine, however the ownership of the stained glass windows needs to be clarified. The aesthetic beauty the windows provide to the historic building needs to continue to be considered. It is the understanding of the Town, the Town owns the windows, currently the Town insures them and it is strongly felt they should remain an integral part of the building.
REC Committee – Selectmen briefly discussed the Parks & Recreation Committee and the mission of the committee. A letter will be sent to the REC committee Chair reiterating the mission.
Salary vs. hourly – Selectmen discussed the position, which is to be an hourly position and not salaried. Chairman Kullgren commented that it was his understanding the salary in question was originally provided when it was believed the position would be 20 hours/week. Selectmen directed Deb to contact LGC and see if there are any laws specific to a tax collector, or does this position also follow the federal labor laws.
GIVers – Selectmen discussed a request from the GIVers to hang pumpkins on the light posts. Selectmen approved this request.
PILOTS – Deb provided the Board with documentation on the Ploughshare Farm PILOT, brief discussion followed. No decisions were made; this will be revisited next week.
Adjournment - With no further business the meeting adjourned at 10:15 pm. The next scheduled meeting will be Tuesday, October 7, 2008 at 6:00 pm at the Town Office.
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