Town of Greenfield
Selectmen’s Meeting Minutes
Tuesday – October 28, 2008 – 6:00 pm
Meeting held at the DPW Shed
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 – Road Agent, Duffy Fox gave a tour of the DPW shed.
Appointments:
6:15 – Greenfield Energy Committee – Dan Wolover was present and representing the Energy Committee. Mr. Wolover opened his discussion by explaining the report of August 21, 2008 and the four stages. He presented a new proposal with a modification to the 4 stages. Stages were all reviewed. Discussions followed.
Mr. Wolover asked how are they going to move forward what do they want from the committee from this time forward.
The board will review and discuss this among themselves tonight when they reconvene at 8:00, the will then get back to the committee.
6:30 – Bob Hillis, US Fish & Wildlife – Mr. Hillis was present and discussed that the fact that the US Fish & Wildlife has surveyed the westerly bounds of Lyndeborough, Temple and Greenfield. It has previously been determined that the town line is a straight line; the US Fish & Wildlife is looking for a letter substantiating these bounds. The BOS will send a letter to Michael Hayden of US Fish & Wildlife with copies of the perambulation, which dates back to 1918.
The Board authorized Deb to sign the letter to Mr. Hayden, and submit the backup verifying the bounds.
6:50 – Recycling - Matt Blanchard – 2009 Preliminary Budget review – Matt discussed his proposed 2009 budget. Made some changes to the budget, Matt is working towards increasing revenues while also keeping a relatively flat budget. He said he would like to still do some fundraising and continue to work towards the purchase of a skid steer. He will get the forklift repaired before the year-end as frugally as possible.
Charges for recycling will increase for 2009 to $8,500. Due to the current market fluctuation revenues will decrease to approximately $14,000.
Selectmen discussed purchasing a scale to have a more accurate accounting of the demo dumpster, this would allow evaluation to review if the dumpster is actually being paid for through the fees.
Discussed making a dock plate or looking for one to purchase.
7:15 – DPW Director, Duffy Fox – 2009 Preliminary Budget review –
Resident, Myron Steere had e-mailed Selectmen e-mail was read aloud by Chairman Kullgren. Discussion followed between Mr. Fox and the Board regarding the e-mail, it appears Mr. Steer would like to have the town repair his driveway, alleging the town DPW doing road work has destroyed his driveway. Discussion followed that Mr. Steere, being a Planning Board member should know the driveway regulations better than most. The Town cannot do work on private property, Mr. Steere should probably put in a culvert to repair his driveway problem, also better water management is necessary, it is not the Town of Greenfield responsibility.
A letter will be sent to Mr. Steere – per Mr. Fox’ recommendation, the Selectboard agrees with Mr. Fox, that a culvert should be installed, per Planning Board regulations. Road Agent, Fox will review the letter before it is mailed. It needs to be clearly stated that any change to any driveway is a permitted item because you are supposed to be as close to current code as possible.
BOS & Fox reviewed the 2009 proposed highway budget. The following was discussed.
The current budget is pretty much on track for 2008, a few items are over however; Duffy is trying to be conscientious of other expenses.
Kullgren asked where does the FEMA income go? Fox responded that it goes towards the equipment rental, gravel and road reconstruction. Fox will try to keep a pretty flat budget, but a lot of his expenses are a result of the economy, and are out of the control of the highway department.
Purchasing an outside heating system was discussed, Duffy thought it would cost approximately $10-$12,000 for the initial setup. Warrant articles were discussed. Duffy & Deb will work on the warrant article for a new backhoe together.
Discussion of how much gravel is on the town property that could be used for the highway purposes followed. There is approximately 60,000 yards, which equals about 90,000 tons of gravel.
8:00 – adjourn the meeting from the DPW and reconvened at the meeting room at Town Office at 8:15pm.
TEC - Diane Boilard was present and discussed how interesting the project was to investigate the heating needs & the most effective manner in which to proceed in an effort to save funds for the town.
Options of saving fuel in 2009 were discussed.
Motion: Kullgren motioned to close off the second floor of the town office building until further notice. Seconded by Day & Adams.
Discussion followed all committees, departments etc., that will be accessing the second floor should be notified that other arrangements for meetings must made. Due to the heating crisis this will stay in effect until the “envelope” of the building is corrected. Discussed the Parks & Recreation office needing to be relocated, Deb will work on this with Molly. This move will take effect November 1, 2008.
Voted: 3-0 in the affirmative
Action: Deb to send a memo to various department and committees explaining the need to shut off the second floor of the building until further notice.
Capital Reserve Fund that was established for $20,000.00 will be utilized to hire Doug Waite for $500.00 to complete a thermal imaging report, after that is complete Diane will get together with the insulation specialists.
Moving forward a door at bottom of stairs will be installed; Deb will contact Peter Hopkins and discuss this with him. The TEC will research best options and what type of door. Deb and Diane will plastic the windows on the second floor.
Discussion followed regarding what options should be addressed and which projects should the board move forward with.
Motion: Kullgren motioned to move forward with the recommendations of the Town Energy Committee, Sub title of stage 1 – a (thermal imaging) & Stage 1-b (door) and finalizing this recommendation with Stage 1 – c (window repair, caulking and sealing) – seconded by Day & Adams
Discussion followed that this project will be funded through the CRFestablished at the 2008 town meeting; the total amount of this project shall not exceed $1300.00. The additional items under stage one will be tabled until stage 1A has been completed. The board will try to hasten stage 2 by scheduling a meeting with Pinney Plumbing & Heating at our next meeting on Wed., Nov. 5th 6:30.
Voted: 3-0 in the affirmative
Action: Diane to contact Mike Banks, Doug Waite, Mr. Pinney, and Bruce Kullgren regarding the door.
Deb will contact Peter Hopkins to discuss what type of door would be best for fire safety purposes. She will also contact Dick Parks and research purchasing a setback thermostat
Windows will be insulated and rebuilt under the supervision of Dan Wolover
Approval of minutes:
Minutes of 10/21/08 as written were not yet accepted
Old Business:
Personnel policies – no update at this time
Molly cleaning Oak Park bathrooms was discussed, it is uncertain why Molly has been cleaning them, at this time no changes will be made, Selectmen would like to meet with Molly at their next meeting to briefly discuss a few items.
New Business:
Reviewed the miscellaneous mail
Signed Correspondence
Reviewed & discussed a letter received from the Tax Collector- Selectmen would like to have her come in next week, and to also have her call one of the members to talk about her concerns.
Meeting on 11/4/08 & 11/11/08 will be change to the following: Wednesday 11/5/08 @6:00 pm & Wednesday 11/12/08 @ 6:00 pm
Signed Payroll
Wally Stone Lane – Resident, Carele Mayer voiced a concern to Deb that the Wally Stone Lane sign at the Barbara C. Harris Center has been gone for the last 3 years, she wants to know what is going on and would like the sign replaced. She is prepared to the State if it is not replaced; this is an emergency address and should be in place. Selectmen discussed this with Duffy who stated that whereas that is not a town road, it is not the town responsibility or even right to replace the sign, it is a private lane. Selectmen instructed Deb to send a letter to the Barbara C. Harris Center and ask them to replace the signage.
Mrs. Mayer also asked about the holiday banners and if they will be put up again this winter after the fall pumpkins are removed. There was some discussion; we will try to get the banners up before snowfall.
Fuel bid – Allen and Mathewson was the only bid returned; prepaid prices are at $2.799, or the other option is $.30 above rack price.
The question was asked as to “What exactly does rack price mean?” Deb was instructed to contact Tim Allen and see if we do prepay can we wait until tax bills go out to make the payment.
No decision made at this time, Deb will get back to the board next week.
Tax Rate – A reminder for the Board that the tax rate will be set on Wed. 11/5
Adjournment - With no further business the meeting adjourned at 10:30 pm. The next scheduled meeting will be Wednesday, November 5, 2008 at 6:00 pm.
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