Town of Greenfield
Selectmen’s Meeting Minutes
Tuesday – October 21, 2008 – 7:00 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 7:00 pm
Appointments:
7:00 – Gene Mitchell was not on the agenda but did ask for a few minutes of the Boards time. Mr. Mitchell came to see if the board knew what was going on with the ZBA and his request for a re-hearing. Deb replied that the ZBA denied Mr. Mitchell’s rehearing again. Kullgren read the letter from Attorney, John Teague asking if he should accept service from Attorney, Silas Little. John Gryval had approved this previously, however John Teague wanted the BOS approval as well. Mitchell stated he did not want to go to court with the town, he stated that the ZBA did not respond in a timely fashion, Mitchell further stated the ZBA left them no options.
Mitchell has filed an appeal to Superior Court, as he stated time had run out, then ZBA stated they would not re-hear the case, therefore he felt Superior Court was his only option. Mitchell again stated that the ZBA should have responded in a more timely fashion.
Kullgren responded that at this point the BOS cannot do anything, and the appropriate action has been taken.
7:10- Fire Dept., Chief Plourde – 2009 Budget –
Chief Plourde started by discussing the federal grant he has applied for. To date he has heard nothing, no news could be good news, in that the Town is still in the running at this time.
2009 budget was discussed the gated Y & turnout gear that was budgeted for, and not yet purchased was questioned. Plourde stated that he would like to keep the funds in the budget to keep rotating the gear out, allowing for everyone to eventually have new gear that is NFPA compliant. Still waiting for the gated Y, as it had to be returned and the Fire Dept., is still waiting for the replacement.
Wages – Deb asked Plourde if he was going to be requesting a larger stipend, Plourde replied that he would rather keep his wage where it is and increase expense reimbursements in hopes of recruiting more volunteers.
Computer Support/Maintenance – Plourde discussed that he needs to get the computers updated. A member of the Department takes care of the computers and is working on updating them.
Kullgren mentioned a free spy ware & anti virus software through a company called www.grisoft.com. Plourde said he would like to get another computer; his computer is exclusively for specific uses. He would like to have a computer that could be transported and used at various scenes.
Kullgren asked about the auxiliary funds and could they use some of those funds for the computer. Plourde stated he thought that would be fine. Deb explained that they can vote to use the funds, but Jim would need to come before the Selectboard and ask the board to accept the gift on behalf of the Fire Dept.
Kullgren asked what was the $1,000.00 in Computers was for? Plourde responded that it is for software specific to fire/rescue programs. They do look for free software, but will need to purchase software for utilizing projector demonstrations.
Building Repairs & Maintenance – Plourde discussed he would like to obtain a price on replacing the hot water system at the Fire Station. Upon doing so he will need to increase building repairs/maintenance.
Selectman Adams suggested that we might want to consider this for the Meeting House as well.
Plourde stated he also needs to get a roof on the generator & fuel tanks, he is in the process of getting a quote to complete that project in 2009.
Chief Plourde went on to discuss a recent drill that was held at Kemps involving a rolled over vehicle. Lyndeborough worked on this drill together with Greenfield. It was determined the Town of Greenfield does not have equipment to stabilize a vehicle that is on its side. Lyndeborough did have the equipment and the drill was a success. The GFD did purchase two hydro-jacks that worked great, and will use that tool if needed in the future.
Kullgren asked if it would be possible to bring the budget down to $81,000. 00, Kullgren stated he realizes that the Mutual Aid cost is out of Plourde’s control, the Board would like to see the volunteers reimbursed appropriately, but would also like to save some funds again in 2009.
Karen asked about cleaning, is there someone in town that might do it for a less amount. Deb explained that McGurty hasn’t increased their price in 4 years, and does a fantastic job. That workers comp insurance is more for janitorial services, and that McGurty provides buffing, carpet cleaning and window washing, with equipment that the Town does not have. Plourde agreed with Deb that McGurty does a very professional cleaning and it is well worth the funds.
Karen asked about radio repairs – Plourde answered he question in that all fire apparatus needs to be reprogrammed. Andy Wood from the Police Department has reprogrammed portables, explained some of the problems that the Fire Department has had in the past and the reprogramming has helped enormously.
Kullgren updated Plourde regarding CMRC. The Board would like to meet at another time and discuss the Fire Dept. needs. Jim discussed the need for a thermal imagining unit.
7:35 – Parks & Rec., Molly Anfuso – 2009 Parks & Recreation Budget discussion followed. Kullgren noted that the P & R budget down, he did notice there was no lifeguard wages, Deb had put the wages in with “other wages”, this will be corrected. The wages for the lifeguards was budgeted for $5,400.00.
Molly stated that she would like to decrease the number of port a potties from 2 – 1 next year. Shed does not want to leave bathrooms unlocked due to vandalism. She only questions if we have to have a handicapped bathroom and if we do, is it worth the extra money. Deb was instructed to find out if we need a handicapped bathroom, there are other options. Molly would like to have one at Sunset, one at Oak Park, no port a potty at Zephyr. Options of how to pay for the port a potties were discussed.
Grounds Maintenance – Molly discussed the old maple trees on the common need attention. Previously, the fertilizing of the trees was alternated bi-yearly in an effort to keep the budget relatively flat. After speaking with a tree professional, he sated that you must fertilize yearly, if you use an organic fertilizer, the trees must be done several times a year. In order to keep the trees the way they are and living, they must be fertilized yearly. Molly explained who/how the fertilization process works. The other item is the tree trimming should be done on a yearly basis. There has been lots of damage in last couple years because the trees are old and brittle and break off during the winter months. She and Duffy have discussed this and are waiting for the ground to freeze, they are going to
work together to remove the dead trees.
Day suggested purchasing older trees and getting them to take. Day recommended planting something of larger size might be more beneficial.
Molly stated she doesn’t want to see the trees die and the beauty of the center of the town be lost.
Kullgren asked for cost of the fertilization. Molly wasn’t sure at this moment. The trees were fertilized last year.
Kullgren commented that the budget looks fine, he asked how long before quotes to be obtained. Kullgren suggested Molly & Karen work together. Karen will contact the extension to see about transplanting trees & fertilizer.
Lifeguards wages have been reduced based on their working five, 9 hr. days – one lifeguard is WSI certified and will be paid $10.50/hour the other lifeguard will be paid $9.50/hour.
Other wages is for the gardening, Molly budgeted $3,235.00 – she figured 14/hrs week for 13 weeks. @ $10.50/hr.
Further discussion regarding the gardener followed – Molly reported that Maryanne Grant will be resigning as the gardener for the town, she will continue to take care of the Library and it will be on a volunteer basis. The cost of gardener may be changed. Grounds maintenance did go over in 2008, due to having Jeremy Gagnon do some pruning that needed to be done. Different ways to handle the gardening was discussed, “adopting a garden” is one thought, Molly stated she wouldn’t like to delete the funds this year and see how gardening on a volunteer basis will fly.
The Washwell bid was discussed, Molly said she thinks it’s a go, and she would like to move forward. Wants to speak to them about the heater to keep the well warm. The BOS all agreed to move forward before it gets any colder Molly will contact the washwell company.
Adams stated that the cover needs to be insulated. Keep on the agenda until this is resolved.
Matt has been notified to install the posts around the propane tanks.
A letter from Neil Brown regarding residents from Sunset Lake establishing a lake association was presented. No decision was made, this is to remain on the agenda for further discussion.
Kullgren stated he has two quick items he wanted to discuss with Molly, one is the Board does not believe the P & R Director should be doing maintenance, it is unclear how or why this started. This will most likely be changed in 2009. The second matter is the revolving account. Kullgren asked if the account could be used for the purchase of trees? And if so, could we do it now if we can use revolving money. Molly doesn’t think those funds could be used, she thinks that the funds need to be used for what they are earmarked for. Molly stated there may be funds left over in her budget that could be used.
Deb discussed revolving funds, how they are set up and can be used. Kullgren wants clarification from LGC on this.
Conrad stated that his memory of the revolving account was the funds were to be used for maintenance at Oak Park, and the funds were raised through rental income.
Molly explained her rental to Pop Warner Football.
Deb discussed the rentals briefly.
8:00 – Library, Trustees – MaryAnne Grant, Bob Marshall, Connie Austin, Librarian, Gail Smith –
Mrs. Grant clarified that she is volunteering for the gardener, the two town signs & the Library – but will need money for flowers for the two signs. She also stated that the Cemetery entrance will also need some funds for flower purchase.
Books/periodicals/videos - Maryann spoke on behalf of the Library, they have increased books due to increased circulation. Libraries do provide a place that any resident can go when it is open and get what they want. It is a very important commodity for children.
Day asked about donations and could we reduce the line item and accept more donations of books.
Gail responded that donations are received, but not usually current, and not what residents have asked for. Some of them are applicable, not all though.
Maryanne stated videos, dvd’s etc., are frequently requested. These need to be updated, there is a want and a need.
Gail stated that we have a lot of dvd’s, but videos are becoming obsolete.
Adams stated that the year still has a significant amount of funds left in the books/periodicals/videos he doesn’t see the need for the increase.
Kullgren asked about roof repair, and why it has not been used to date.
Maryanne stated the contract is not signed yet, she is working with the contractor and will get the contract signed as soon as possible. Discussion followed regarding Capital Reserve Funds and utilizing some of the surplus to put into a CRF.
Heating fuel - Discussed that the Library will probably go over before year end, may not but would rather play it safe. Has been closed on Sat., reducing thermostat on Fridays, caulking windows, has helped with the heating costs. Hopefully the oil price will come closer to what it was last year. They are willing to lower that line if the Board thinks it would be appropriate.
Wages – will get back to the Board. Thursday night having an area Library meeting and will be discussing wages for Librarians.
Maryann asked about wages and what was the board is going to do about increased wages. Deb discussed the Wage and Benefits book, and that it is a good resource to compare wages of any town official/employee and assure accurate wages throughout the state. Maryanne will get together with Deb and go over the book.
Kullgren stated they would like to do a meritorious increase, rather than a flat COLA.
Mr. Marshall asked how evaluations are being conducted.
Kullgren explained how the evaluation process works, and how the compensation basis is utilized as a tool for raises for employees.
Adams discussed how the Trustees are unique and are the supervisors of the Librarians, they have control over their budget and how it is spent.
Maryanne provided an answer to Jarvis regarding a past question he had about the electric bill. The electric water heater is on 24/7. Jarvis will stop by and take a look at the water heater.
Discussion regarding the occupancy permit followed, Maryann stated that she is aware of what is needed to receive the occupancy permit and make the room an income producing room.
Maryann has a list of charges to use the space at the Library, she will provide it to the central office to keep on file.
Mr. Marshall asked if the board was recommending reducing books from $7,500 to $6,000?
Kullgren responded if we could put that down to $6,000 the Board would like to see that, they are trying to keep a flat rate, but still want to provide meritorious wage increases.
8:30 – Police Dept., Chief Giammarino –
Chief Giammarino discussed a few housekeeping items with the board before reviewing the proposed budget.
· Discussed the recent PT test and how officers did on the test
· Officer Roberge is at field training this week, great program and will provide a great source of training for Officer Roberge.
Upon the review of the budget Giammarino started by saying the only significant increase in his budget are wages. Discussion followed on the value of a good full-time officer. As a point of edification it was recommended change the full-time wage $42,848.00 – Discussion followed on what other employees may receive for raises and the need to be equal and fair to all employees.
Mutual Aid will increase, the final figure will be provided closer to December. Deb was instructed to increase that line to $13,000.
9:15 – David Daume – A resident who has applied for rental of Oak Park stopped in to discuss the rental. The party is this weekend, it is for his child’s 7th birthday party. They discussed the certificate of insurance and that he has tried everything to get the $1,000,000.00 rider, but just cannot.get the additional 500,000 – asking if the Board would consider waiving the $500,000 – the BOS approved this request.
Motion by Kullgren to waive $500,000 of insurance cert., Seconded by Day & Adams. No discussion followed. Voted 3-0
Approval of minutes:
Selectmen accepted the minutes of 10/14/08 as written.
Old Business:
Personnel policies – no update at this time
Tax Collector wage – Selectmen discussed and signed a letter to be sent to the tax collector regarding salary vs. hourly employee
Garden Club – Mtg. House usage, no further discussion.
Uncollected funds – Discussed a memo with Chief Giammarino that was sent to the Town Clerk from the BOS regarding uncollected funds for several bounced checks. Brian was provided a copy of the memo, he will discuss the situation with the town clerk.
New Business:
Reviewed the miscellaneous mail.
Signed Correspondence -
Adjournment - With no further business the meeting adjourned at 11:00 pm. The next scheduled meeting will be Tuesday, October 28, 2008 at 6:00 pm at the DPW Garage.
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