Town of Greenfield
Selectmen’s Meeting Minutes
Tuesday – December 9, 2008 – 6:00 pm
Held at the Fire Station
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:
Budgets: Budget Committee members present: Myron Steere, Bruce Dodge;
Treasurer, Katherine Heck was also present.
6:00 – Library Trustees, Robert Marshall, Maryann Grant, Eric Leonardi –
Library Trustees met with the Board and discussed their proposed 2009 budget – Kullgren opened by stating the Board does have the amended Library budget, the amendments brought the budget down to $74,204.00.
Kullgren asked for the quotes for the roof repair –
Trustee, Maryann Grant stated she thought we could carry the money over, Kullgren explained we must have the line item expended. We can only encumber warrant articles.
Kullgren commented that the wages increases other employees are receiving is only receiving 1-2%, he noted the library has budgeted for 3-4%, and asked if the trustees would help with this as best they can. Floor was turned over to Bruce Dodge.
Dodge asked to review the budget for a moment. Dodge commented that he has heard the library may be bringing on a new employee.
Mrs. Grant stated that they have no intention of hiring another employee. Connie Austin has recently resigned at the end of the month; they are looking for replacing the cleaning position with someone that will stay. She stated they have contacted local cleaning services; no one has gotten back to them. Libraries seem to be having a problem with keeping cleaning services in the area.
With regards to the contract for the roof, Selectman Adams recommended asking some of the local contractors for a price. Mrs. Grant stated that the contractors they have contacted just seem to not be returning calls.
Myron Steere discussed what the BudCom has done in comparing communities that are abutting to Greenfield.
Discussions followed.
Administrative Assistant will get the library a copy of the budget committee’s detail.
Mrs. Grant provided a handout of variations between the different libraries, books, programs, and more.
Dodge asked what the differences between the libraries are, why some are more funded than others.
Mrs. Grant discussed the children programs and other programs that the town of Greenfield offers in comparison to other towns. Recently Noiri Odoi sponsored a holiday appetizers program, it was a great success, and in the spring there will be a gardening program offered.
Katherine Heck commented to the fact that Mrs. T has worked hard and has made the library a valuable asset to the children over the past few years.
Discussion followed regarding the increase in usage, volume, means of fundraising, reference books, subscriptions, circulation of books, new vs. old books etc.
Selectman Adams began to move along the budget, asking why the line items that have had significant appropriations (i.e. building repairs/maintenance) and the funds have not been used, he further commented as to why couldn’t the line items be reduced.
Grant stated that the building is historic and is in need of significant repairs.
Adams stated that with all due respect, with the economy in the state the Town needs to be aggressive with the budgets and the Board will cut all budgets one way or another.
Leonardi stated the reason the $3,000.00 was not used, was because they knew with Ms. Austin leaving they needed to know funds would be available for cleaning if needed.
Mr. Marshall responded that the Trustees have tried hard to get the problems resolved and remained frugal in doing the needed repairs.
Heated discussion followed regarding the budget and cleanliness of the building, wages, heating costs, and the security system. Those items alone make approximately 2/3 of the overall budget.
Kullgren suggested letting the central office find a cleaning service – for wages Kullgren suggested the trustees should concentrate on the librarian’s wages only. They need to look for places to cut the overall budget.
Katherine heck spoke to looking outside of the box, and suggested to save fuel costs stay open 3 consecutive days, and keeping the library closed the other days should save on fuel. Electricity could be revisited. This could have a potential for a 20% savings in fuel and electrical costs alone.
Leonardi discussed possibilities of cutting the mileage to continue with the raises. Cutting periodicals can be done; Leonardi commented that there would be sacrifices.
Kullgren stated in closing he would like to offer, putting the roof repair funds into a capital reserve fund.
Maryanne stated if she knew a figure the trustees should have been working with and if they knew what they are working towards they can do this and they could make the appropriate, but they didn’t know what the Board was looking for.
Discussion on they could cut: books, repairs and maintenance, removing the roof repair to a capital reserve fund and remove cleaning would make a significant reduction of the budget.
Selectmen thanked the trustees for coming and discussing their proposed budget, and their willingness to work with the Board with budgetary reductions.
6:45 – Fire Chief, Jim Plourde –– Budget Committee member, Myron Steere opened with the budget committee is recommending a $20,000 Capital Reserve Fund, and holding the budget at $61,952.00.
Chief Plourde stated that he was asked to provide a flat line budget, he did so and if the BudCom wants things cut then they can cut it and he will continue to have his department run. Emergency services are necessary and will be provided no matter what.
Kullgren asked if the expense reimbursement should be increased.
Plourde stated he thought it could be increased $1,000.00
Equipment replacement was discussed – Plourde explained the Class 3 safety vests are a state requirement. The GFD had 4, after a recent cal, Plourde had another fireman go purchase 10 more as there just weren’t enough. Keeping this line the same, fire hose will be replaced and the second Gated Y will be purchased in 2009.
Expense reimbursement was again discussed, insurance costs were discussed, mutual aid was discussed, the new CAD system, which is included in the mutual aid line was also discussed.
Kullgren discussed the BOS is supportive of an increase to the CRF by $20,000.00.
Plourde discussed the grant and reported the Town has not been denied at this time. The grant is in round 14. Plourde further discussed the department needs to replace the Jaws of Life soon; the equipment is currently 14 years old. Adams asked how long a Jaws of Life lasts, Plourde wasn’t sure but would get that information to the Board.
Kullgren gave suggestions for reducing the fire dept. budget –Kullgren recommended the General Government Building budget take over cleaning, give the volunteers an increase, and increase mutual aid.
7:45 – Road Agent, Duffy Fox – Kullgren opened stating the Board realizes the backhoe needs to be replaced and asked if there are any concrete figures to present yet. Fox stated he is working it out, he has asked for bids from John Deer and CAT are competing for the bid. He has no final numbers yet.
Kullgren stated get new deal to work, vehicle repairs and maintenance could it be reduced.
Fox stated that due to the fact the vehicles are older creates a need for more maintenance. Preventative maintenance is always anticipated and budgeted. There was an unexpected repair on the 6 wheeler and two unanticipated repairs to the backhoe. Costs for the cutting edges for the grader & plow have significantly increased.
Discussion of the monthly road agent meetings, and how they cooperatively purchase equipment and receive a significant savings followed.
Fox stated that the 800% increase in costs of the cutting edges had a big impact in his budget. He further stated that costs are coming down now so it would be a good time to make a bulk purchase. Fox stated he understands the concept regarding bidding items, but he believes best value is what is really most important.
Katherine Heck suggested we contact Allen & Mathewson and ask about the contract, and does the company increase our prepay price if gas prices go out of control again.
Fox suggested that other towns are paying more competitive prices for wages and he thinks wage adjustments should be considered in the near future.
Kullgren discussed the highway budget being at $490,000 and asked how Fox can cut the highway budget.
Suggestions for cutting budgets was discussed, providing adequate raises etc., continued to take place.
Kullgren made the motion the budget committee does a comparison, Seconded by Adams & Day.
Discussion followed regarding the 1936 purchase of land down by the cemetery. Deb was asked to research what needs to be done to move the highway garage to the location, which is a better location to the majority of town roads and has material located on the property.
The Board, Road Agent and the BudCom discussed Capital Reserve Funds. They would like to have the following dollars written into warrant articles for 2009 Town Meeting.
$20,000.00 for the Energy Committee Fund, $20,000.00 set up for a Highway equipment fund, $20,000.00 for the Fire/Rescue Apparatus fund, $10,000.00 for the Library Roof repairs, and $10,000.00 for a Police cruiser fund.
Fox stated that after reviewing his budget he anticipates giving back around 5% of the 2008 budget.
Selectmen thanked Fox for coming to the meeting and discussing his proposed budget.
Bruce Dodge asked the Board about the negotiations with CMRC and asked if they are moving forward. Kullgren sated we are in negotiations, that is all he could say.
Resident, Albert Burtt voiced his opinion regarding Crotched Mountain and further stated that in his opinion is a lack of taxes the organization pays.
Approval of minutes:
Minutes of 12/2/08 Selectmen’s Meeting were approved as written
Sign Documents:
Selectmen signed the following:
Personnel Policies as written
Payroll
Carbee letter
Pole Li cense
Certification for CMRC Grant
Old Business:
Fuel History was provided for the Board
New Business:
Administrative Assistant updated the Board on the classes this past week she attended, and further mentioned she graduated from the Local Government Center Leadership Institute.
Budgets:
Adjournment - With no further business the meeting adjourned at 9:30 pm. The next scheduled meeting will be Tuesday, December 16th 2008 at 6:00 pm.
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