Town of Greenfield
Selectmen’s Meeting Minutes
Tuesday – November 18, 2008 – 6:00 pm
Present: Chairman, Aaron Kullgren; Selectman, Jarvis Adams, IV; Selectwoman, Karen Day
Minutes: Administrative Assistant, Deb Davidson
Call to order: Kullgren called the meeting to order at 6:00 pm
Appointments:
6:30 – Adrian Pinney of Pinney Plumbing & Heating & Greenfield Energy Committee representative, Diane Boilard –
Mr. Pinney & Ms. Boilard came before the Board to discuss heating options for the Town Offices. Kullgren thanked Mr. Pinney for taking time to meet with the Board. Kullgren explained how “this old building is in need of some stop gap options”. Kullgren also discussed the Board & the Energy Committee have been working on an energy audit. Kullgren reported the Town has had a thermal imaging done to the entire building, and are very clear on the lack of insulation of the building. At this time the boiler is what needs addressing, realizing it is twice the size of what the building needs, the Board would like to convert the building from steam to forced hot water.
Mr. Pinney stated that during the summer months he met with Energy Committee Chairman, Dan Wolover. Mr. Pinney does not think that the option for the Town Office building is a wood pellet stove. Tightening the building is the most cost effective option. The building certainly needs to be tightened up, windows and insulation will make a huge difference in heating costs. Mr. Pinney discussed changing the air loss down, will cut the energy requirement if we take care of all the tightening up problems. A smaller boiler & smaller pipes will be more efficient.
After the building is tightened up, the system should retrofit to hot water. Mr. Pinney explained how it is more efficient than steam. The system could heat the water to 190 degrees; dropping the boiler water temperature, the Town will see a significant cost savings. Mr. Pinney further discussed that a reset control is an appropriate means of doing this, installing a reset control could save 20-25% heating costs. Pinney discussed the current set up vs. a more energy efficient set up. An LP gas boiler to replace the boiler we have is so small and very efficient.
Mr. Pinney complimented the Town of Greenfield - staff, Energy Committee & the Board of Selectmen for their efforts to conserve fuel and save funds for the taxpayers, he stated everyone has done a very good job.
Pinney reiterated that the most important factors are - first protect the building, get off the steam system, and anything the Board might want to add can be done at a later date.
Kullgren thanked Mr. Pinney for his explanation, and further discussed how the Board and Committee are taking steps to take care of the envelope of the building. (i.e. windows, insulation, etc.) being careful to preserve the windows and to keep the historic value of the glass.
Kullgren discussed his thoughts for tonight are the Board has been seriously considering the conversion of the boiler and wondering if it is better to do this now vs. in a few years. The capital reserve fund was discussed, and that the Board is going to utilize the funds in the most efficient way we can. Taking a reset control into consideration, Mr. Pinney was asked if we should do that now.
Day asked if we could convert the current boiler we have and replace it with a smaller one at a later date?
Mr. Pinney stated that yes we can convert the current boiler, simply adding a Tekmar control at the same time could probably save 15% in heating costs. Older boilers can’t be set lower than newer boilers can, there could be a $300.00 -$400.00 output, the savings would be incredibly significant.
Adams reiterated the Tekmar control would be a component we would keep, redoing the system to be baseboard and rezoning the building would all make significant improvements, the only financial loss might be some piping at the system itself.
Diane Boilard asked how long would it take to complete the conversion.
Mr. Pinney stated it would take approximately a week total. He also stated that it would be wise to hire an engineer to draw up a plan and move forward from there. It would be very important to really be sure of what is wanted. He advised that the Board should consider asking an engineer if insulating the ceiling is the best financial move since the second floor is not being used, at the very least this question should be verified.
Ms. Boilard expressed her thoughts on how the funds would be most efficiently spent to save the most funds this year, and next year think about the boiler being replaced.
Adams asked what an engineer might cost.
Pinney responded that it varies, but he strongly recommends consulting with Doug Waite from New Ipswich. He works at a reasonable rate and is very knowledgeable. There are lots of engineers out there, and a lot of responsibility that goes along with the engineering of a system that would be best suited for our needs. Some engineers will over engineer projects. Mr. Piney thought maybe $3,000.00 – but the Town would need to get a quote.
Adams commended Mr. Pinney on his ideas and for providing this presentation to the Board, it has been very reassuring. Adams further commented that one of the biggest pieces of this puzzle is proper zoning.
Lengthy discussion continued.
Action: Deb to provide Mr. Pinney with blueprints of the Town Office Building;
- Upon review Mr. Pinney will give a price for heating updates;
- Jarvis to help Deb develop some parameters to allow for an adequate bid from three different plumbers.
Discussion of various types of boilers and the fuel situation followed. Mr. Pinney gave suggestions.
Ms. Boilard discussed an e-mail from the Energy Committee Chair, Dan Wolover indicating the cost of the insulation will be approximately $1,100.00
Selectmen again thanked Mr. Pinney for his time and presentation and indicated they will look forward to hearing from him soon.
7:20 Linda Dodge – Linda wanted to touch base with the Board regarding the election, she wanted to express her thanks to Deb, Catherine, Claire & Dee for all their help during the election. She stated that from the Supervisors perspective the election went smoothly. All new voters were added that night, the computer problem was fixed asap, many people helped to count ballots.
7:30 – Ted Jarest, Cheryl Jessie – Pop Warner Football – Introductions took place.
Kullgren discussed how this meeting came about. Ms. Jessie explained that she is the incoming president of the football league, and Mr. Jarest will be the contact. Mr. Jarest stated he would like to have an open discussion regarding the Mountaineers having Greenfield be their home field and main training center. Perfect location for everyone involved – teams are made up from the majority of Southwestern NH towns. Discussion followed as to how many teams, kids etc., there are involved and they are looking for a home field and would like to have it in Greenfield – they have the sponsors and would like to go out to get more sponsoring.
Adams stated that he doesn’t even know what the current arrangement is with the Mountaineers; the Board has never seen any agreement.
Jessie stated that they paid $1,750/year and they had two home games. All the games are on Sunday, they practice 4 nights during the week until school starts, then they cut back to three nights a week. There would be four Sunday games in Greenfield. The time frames for the games usually are between 10:00 am – 5:00 pm.
Kullgren asked what parking was like
Jessie responded that it wasn’t bad, but it would need to be worked out. There was no parking on the road allowed, the cars parked around the field and in the parking lot. More parking options were discussed as were fundraising options discussed.
Kullgren asked about the condition of the field and if is it satisfactory.
Jessie stated she thinks there is certainly room for improvement, but stated that at the moment it is fine.
Jarest stated that they would offer to maintain the field if needed, they would be using the field more often. They certainly don’t want to have any damage to the field. Discussion followed as to what other towns do regarding budgeting for maintenance. Jarest stated the field is in fair condition, although it does need some repairs.
Day asked about scheduling, if the season is August – November does that time period include practices also.
Jessie stated that it does include practices, games and playoffs.
Jarest discussed they have been using the field last two–three years, the only changes that would take place are there would be 3-4 more games, and some fundraisers.
Kullgren asked about bleachers.
Jessie stated down the road they could look into that.
Discussions followed regarding – signage, spectators, concessions, presence of EMT staff, rescue personnel and more.
Jessie discussed how a home field is vital to this organization obtaining recognition.
Adams asked about the restrooms and discussed the need for assurance of cleanliness of the facilities. Expressing some concern that in the past they weren’t left appropriate. Jessie assured the Board they would take extra effort to check and clean before closing up.
Back to the field itself Mr. Jarest stated the field is approximately at a 60-65% functional capacity. There is a vision for the field, but they needed to know if they were going to be using this field as a home field before making such investments. They could work on making this field 80-85% functionality, and improving the other areas in the park.
Karen asked exactly what would improve the field
Jarest stated that he thinks loam would make a big improvement, getting a crown in the field. Adding material, but before anything can be certain the field would really need to be looked at closely.
Day asked if the intention is to grow grass, and if it is, she is concerned that organic materials be used that are safe for children.
Jarest stated screened loam would be used, seed is seed, and fertilizers would of course, be ecologically friendly.
Adams mentioned the Washwell is right there and that needs to be considered, they are very susceptible to the area around them. Adams asked if more accessibility to a water source would be something they would need to have installed.
Jarest replied that ultimately if grass is to be grown, and then water needs to be available. That would need to be considered. He further stated that providing an agreement can be met, one step at a time would be addressed, each item being individually addressed.
Ms. Jessie asked about any other committees they might want to touch base with to keep everyone up to date as to what is happening.
Kullgren mentioned that the Oak Park Committee could be contacted; Deb provided the numbers of the contacts.
Selectmen thanked Mr. Jarest & Mrs. Jessie for meeting with them, and look forward to hearing back from them.
8:00 - John Gryval - Selectmen thanked Mr. Gryval for stepping up for the position of school board representative. Mr. Gryvall informed the Board the ZBA is going to switch their meetings to Wednesday, so as not to have conflicts with the Selectboard meetings.
Approval of minutes:
Selectmen approved the minutes of 11/11/08 Selectmen’s Meeting as written.
Sign Documents:
Mtg. House Rental – Griffing, 12/20/08
Wage Adjustment – Selectmen corrected the wage adjustment sheet for the Tax Collector, initialing the corrected change date being January 1, 2009.
Grant - Selectmen signed a grant for enforcing underage drinking laws
Old Business:
Personnel policies – minor changes will include ability for employees to carry forward no more than 5 unused vacation, sick or personal days.
Deb updated the Board on the following items:
- Code Officer budget – Peter will hold his budget to $8,000.00 – reducing his wage to $6,000. Regarding the books – Peter said he shares the price of the books between all the towns he works as building inspector.
- Parking lot lighting – Deb & Diane both contacted PSNH – the two options are we can either install a pole ourselves or put the lights on the building. If we have PSNH set the pole there is a $1200.00 fee. Cost of lights will be approximately $14.00/month for a 100-watt hps. Deb will discuss this with Duffy and they will take care of it.
- Wage increases – other towns – Deb spoke to 5 towns; increases vary between 2%-4%.
- Custodial fees – McGurty Maintenance will hold the price again for 2009. There has been no increase in cost for four years. Deb spoke to him about cleaning the Oak Park bathrooms; he will get back to the office with prices.
Muzzey Hill Road – Myron Steere
Deb reported to the Board Mr. Steere would like to meet with the Board to discuss the letter he received from them. Brief discussion followed.
Decision: The Board will meet with Mr. Steere & Road Agent, Duffy Fox next Tuesday at 7:30 pm.
New Business:
Review the miscellaneous mail.
Review correspondence from
- George Dow – TDBanknorth – Banking services
- Hilary Dumas – Absentee ballot problem – Selectmen would like to meet with Town Clerk, Dee Sleeper as soon as possible. A letter will be sent to Ms. Dumas thanking her for bringing this to our attention, the Board will also get back to her after an investigation is complete.
- NHDES – Letter to Mr. & Mrs. Carbee regarding water tests. Brief discussion followed, no action needs to be taken
- Winer & Bennett – RE: Carbee lot annexation. Discussion followed. Selectmen will meet with Attorney Teague as soon as possible. Deb to schedule the meeting and let the Board know when and where the meeting will take place.
- Crotched Mountain – PILOT negotiations letter received, no action taken. This will be discussed with town counsel as soon as possible. -
Selectman Adams informed the other board members that he received a message that Duffy had found some scales that might work at the recycling center. He has notified Matt and is waiting to hear back from him. The cost is significantly less than what was originally expected.
10:00 pm – In accordance with RSA 91A:3 II (c ) motion by Kullgren to enter into a non-public session for the purpose of discussing a matter, which if discussed publicly could adversely affect ones reputation. Seconded by Day & Adams (3-0).
10:15 pm – Motion by Kullgren to enter out of the non-public session and to further seal the minutes. Seconded by Day & Adams (3-0)
Decision: Other financial assistance will be offered to this family, but not the request that was made at this time.
10:20 pm – In accordance with RSA 91A:3 II (c ) motion by Kullgren to enter into a non-public session for the purpose of discussing a matter, which if discussed publicly could adversely affect ones reputation. Seconded by Day & Adams (3-0).
10:35 pm – Motion by Kullgren to enter out of the non-public session. Seconded by Day & Adams (3-0) No discussion followed.
Decision: The personnel policy shall be changed to read full time employees may carry over a maximum of 5 sick/personal or vacation days at the end of the year if they are not used. And to further authorize Chief Giammarino to carry over 40 hours of sick/personal time to 2009.
Budgets:
Briefly reviewed the budgets & discussed changes
Adjournment – With no further business at 10:45pm motion by Kullgren to adjourn the meeting. The next scheduled meeting will be Tuesday, November 25th 2008 at 6:00 pm
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