Town of Greenfield
Selectmen’s Meeting Minutes
Wednesday – November 5, 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
Chairman Kullgren opened the meeting with the acceptance of the resignation of Parks & Recreation Director, Molly Anfuso; the resignation is effective as of November 2, 2008. Brief discussion followed, Kullgren noted that until further notice the Administrative Assistant will handle administrative duties of the department, with the Road Agent handling any maintenance duties. Kullgren further noted the Board is not going to rush into filling this position at this time.
Appointments:
6:15 – Greenfield Parks & Recreation Committee Chair, Conrad Dumas – to discuss the Recreation Director position & Revolving Account. Dumas stated that he understood Molly had been asked to attend the meeting to discuss some items with the Board. She contacted Dumas and told him of her resignation, which is what prompted Dumas to be put on the agenda. He would like to know how the committee could help in the search for a new Parks & Recreation Director. Dumas further stated, the committee was charged to create a job description, and to learn what a Parks & Recreation should do for the Town of Greenfield.
Rhonda Cilley asked how people learned of Molly’s resignation, she was not contacted by Chairman Dumas or a Selectman, she heard it on the street.
Kullgren stated they had not taken any action until this meeting, they only learned of her resignation via e-mail on Friday. Kullgren asked Dumas if he had contacted his committee members to tell them.
Dumas stated if he ran into someone he told them, but he did not call anyone.
Kullgren discussed briefly what the Board’s intention is with regards to the position and finding a replacement. Nothing is definite at this time.
Dumas stated the committee will continue to create a job description, and the committee would like to work with the Selectboard. Dumas further stated he thought the committee would want to participate in the search for the new Director and participate in the interview process.
Kullgren stated he would like to hear from the other members of the committee about this matter.
Lori Weeks stated she would like a permanent place in coordinating and figuring out what the town wants. Asking that the committee be a part of the process in selecting the appropriate person for the position. She did note she is aware that the committee is advisory only; she would like to see sub-committees formed as well.
Melissa Champagne & Rhonda Cilley stated they are not interested in being part of the interview process. They want to be involved in creating the job description though. Melissa stated that she believes interviews are stressful enough, and to have 8-10 people participate in the process would not be beneficial for anyone.
Lee LeBlanc stated she does not want to be part of the hiring process, and assumes the committee will finish what their charge was; she does want to see it completed.
Kullgren thanked the committee members who were present for their input.
Dumas stated he had another agenda item, that being the Revolving Account. He stated that he trusts the Board will leave the funds where they are and Dumas would like to see the account to remain active. He stated he was confused by the minutes where the Treasurer discussed removing the funds from the account. Dumas went on to say the Jamboree needs the funds to remain active.
Melissa asked to speak to this matter, as the Deputy Treasurer she has first hand knowledge of what has been transpiring with this account. She discussed that as the account currently sits, it is not being used as a revolving account; it is only being used as a savings account. There have been no transfers out of the account, only monies put into the account. That is not a revolving account, a revolving account should do just that, revolve. With expenses coming out and the revenues going in, hopefully creating a surplus.
Selectmen Adams commented that Mr. Dumas should know how the account works, as he was a Selectman when the account was formed. He should know that the Board couldn’t close the account without the voter’s permission.
Kullgren again explained to everyone how the account should work, and stated the Treasurer brought it to the Boards attention the account was not being utilized properly. This is being addressed and it will be handled differently in the future.
In closing, Kullgren stated again they Board is not going to rush into hiring anyone until everything is in place and appropriately understood.
7:00 Peter Hopkins was present, and discussed the codes for a track door which will be closing off the upstairs in the winter months. Peter was supportive of this option. He went on to discuss the pros for holding meetings in the down stairs meeting room. Peter further discussed the need for new voting booths. Kullgren mentioned it was budgeted in 2008; this will be discussed with Dee. Pete mentioned he would be sure to discuss this matter with other towns to see where they purchased their booths. Deb will also research this.
Peter discussed the library occupancy permit; he stated that Bill Harper of West Rindge Builders and the trustees both knew what to do.
Peter mentioned the heavy-duty door closer at the Meeting House needs to be replaced. Deb was instructed to have Matt take care of this as soon as possible.
Next Peter discussed Jim Hawkins will have the required fire pond completed in two weeks, Mr. Hawkins intends on building one house this winter.
7:15 Diane Boilard – Town Energy Representative Diane was present for two reasons, one was to discuss the sign for the community garden. Which Peter and the Board approved, Diane will fill out an application for a sign and get it to Deb for processing.
The second item that Diane discussed was the thermal imaging report. Ms. Boilard stated this week she spent 5 hours at the town office with Mike Banks doing the thermal imaging. She showed the Board photos of what was discovered. The upstairs is perfect for insulating the ceiling. She discussed the importance of refurbishing the windows. Mr. Banks will have his report to the BOS shortly. It was discussed by not using the second floor it will reduce heating costs significantly. This report will be helpful to any insulation companies that are sent an RFP.
Window repairs – Windows are in need of repair, Deb was instructed to have Matt & Danni take care of this ASAP, and to remind them to save any of the glass.
Plastic and Caulking – Deb, Diane and Dan Wolover will do this.
Door – Diane will look into this.
Diane provided the Board with a CD of photos of the town office building, for their review. Since we are moving forward on insulating, window repairs etc., “D” on the Energy Committee’s proposal will not be addressed at this time.
Installing different heat zones in the Town Office was discussed. Mr. Pinney will meet with the Board and the Energy Committee on November 18 at 6:30 pm. If the Board has any questions, they should get them to Jarvis, who will forward them to Mr. Pinney.
Last item discussed was Diane requested a light be installed in the parking lot, it is very dark and is dangerous and needs to be lit up. Deb was instructed to obtain a quote from PSNH.
Approval of minutes:
Selectmen approved the minutes of 10/21/08 & 10/28/08 as written.
Sign Documents:
Selectmen discussed and signed the tax collector wage adjustment sheet, the change will commence on January 1, 2009, until that time her wages will remain as they are.
Letters were signed
Selectmen signed A/P Checks and approved invoices
Old Business:
Personnel policies – no update at this time
Deb reported how we can utilize funds from the CRF for energy purposes.
New Business:
Selectmen reviewed the miscellaneous mail.
Deb discussed a meeting with the DRA & Avitar is scheduled for 12/9/08, they would like to bring the Board of Selectmen up to speed with the statistical update.
The Fuel Bid from Allen & Mathewson was discussed and accepted at the pre-paid price of $2.799/gallon.
Selectmen discussed the Town report – they approved an 8 ½ x 11, spiral bound book for 2009. The cover was discussed; no decision on the cover was made at this time.
Selectmen signed a new contract with Konica, a new copier will be delivered the last week of November, there will be a 3 day trial period, the Spirit will be printed at that time.
Selectmen discussed a scale for the recycling center, they would like Matt to purchase it in 2008, and he can use the funds that were budgeted for the loading dock plates. The funds were not used, as plates were located at a significantly reduced price from what was originally anticipated.
Selectmen discussed a potluck dinner for all town employees, committee members & elected officials. Deb and Karen will work this out.
Selectmen briefly discussed the tax rate setting on November 5, 2008 with the DRA. There is no official rate at this time.
Adjournment - With no further business the meeting adjourned at 9:30 pm. The next scheduled meeting will be Tuesday, November 11, 2008 at 6:00 pm. The meeting will be a working session only.
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