Town of Greenfield
Selectmen’s Meeting Minutes
Thursday – April 23, 2009 – 6:00 pm
Present: Chairman, Karen Day; Selectman, Jarvis Adams, IV; Selectman, Aaron Kullgren
Minutes: Administrative Assistant, Deb Davidson
Call to order: Chairwoman Day called the meeting to order at 6:05 pm
Appointments:
6:10 – John Gryval – Mr. Gryval explained he called late today to be placed on the agenda. Mr. Gryval stated he would like to be on the next agenda to discuss two items, one as school board representative, and the other as Zoning Board of Adjustment Chair. With everything that has recently been in the paper, Mr. Gryval asked if the Selectboard had any questions about the school board.
Mr. Gryval mentioned the ZBA needs the updated books on the Land Use & Planning Laws; he had corresponded with Deb who indicated they are forthcoming.
Mr. Gryval briefly mentioned there has been a cell tower application, he will discuss further in two weeks.
Mr. Gryval thanked the Board for their time.
6:15 – John Hopkins – Mr. Hopkins was not on agenda, however he would like permission from the Board of Selectmen for the Trails Association to cut a trail on R6-24, town owned property. The trail will be non-motorized usage only; it would be for mountain bikes & hiking. Chairwoman Day suggested he contact the Conservation Commission to walk the property with the Trails Association. Hopkins stated he would be in touch with Carol Irvin.
Diane Boilard was here to listen; Chairwoman Day asked if there was any update on the stimulus program. D. Boilard stated that both she and Deb Davidson are continuing to search, but nothing yet.
6:30 – Don Shumway – Update from Crotched Mountain – Mr. Shumway & Mr. Terrian were present to represent Crotched Mountain.
Payment in Lieu of Taxes (PILOT) – Mr. Shumway discussed the initial letter that was written February 12, and discussed the potential of increasing the PILOT. Shumway indicated he would like to agree to the proposal the town made. They understand it is a tough year financially for everyone due to the economy. He believes the organization should step forward and help relieve some of the burden. Mr. Shumway presented a letter of proposal from Crotched Mountain. If agreed upon the Town and the Mountain would renegotiate the PILOT prior to the end of 2012. This proposal will increase the current PILOT by approximately $30,000.00. Mr. Shumway complemented the Town on behalf of all employees and municipal services.
Selectman Kullgren discussed the old town office and the adult day care facility, whereas it is getting towards the end of the three-year term, this needs to be revisited. Mr. Shumway responded that he and Mr. Terrian have discussed this briefly and would also like to discuss this and recap where we all are today. The Mountain did complete the renovation of the down stairs; the Town did apply for Community Development Block Grant funding and successfully obtained the funds. Currently, there is an environmental study being completed. The funds would be able to allow for a complete renovation of the exterior of the building. The Mountain would like to continue to use the property. MacMillan & Co. would be working on the property; Mr. Shumway noted that we have all worked to improve the building, and it
is a success.
Kullgren discussed the CDBG funds and that he understands the funds need to stay within the community, this is being noted, in the event that CMRC chose to vacate the building.
Resident Gene Mitchell asked how long is a long-term commitment
Shumway responded by stating a 20-year commitment is what he understood was the original agreement. However if the Town chose to change the use, prior to the 20-year commitment, the Town would have a repayment to CDBG. The building has been improved and it is advantageous to the community to keep this property updated.
Kullgren stated that it had been notified that the State, has not generally ever forced a repayment, but did note that they could.
Mitchell asked if there is a problem with the septic.
Selectman Adams answered by stating no; the building is tied into the town wastewater system.
Mitchell commented, “then the town could sell the building”.
Shumway asked the Board to let them know how they would like to proceed.
Selectmen noted, things would continue to move forward.
Non-build site – Mr. Shumway explained he has worked with the ConCom for a long-term plan for the non-build site. He did state they would proceed with a Conservation Easement. They have submitted an application to the Federal Government, in January the President signed into law that 1100 acres of Crotched Mountain would be a legacy forest, allowing the State of NH to purchase the property. All items needed are in place and NH has the funds. The property will be protected. The public access will still be allowable. Has been moving forward, with all the handicapped trails and the original plan for a superior hiking facility.
Selectmen thanked both Mr. Shumway and Mr. Terrian for attending the meeting.
6:45 – Jenn McCourt & Peter Davenport – Mr. Davenport and Ms. McCourt presented drawings as to what they would like to present to the town for an expansion of Delays Market. Mr. Davenport discussed that the Planning Board hearing was very helpful for a vision. Discussion followed on the vision and improvements.
Ms. McCourt & Mr. Davenport are requesting a construction easement from the town. This would make a better relationship with the town as far as the flow of traffic would work. The easement would make the store property more workable, this will not infringe on any wetlands. They would like to make it a circular movement, still allowing for 37 parking spots. Ms. McCourt explained the expansion with further detail.
Engineered plans were reviewed and clearly explained to all present.
Gene Mitchell commented about the original plan with an 8’ wall, what is the slope of the area that has changed?
McCourt responded that there is a 5% grade that will go up to the store.
Mitchell discussed the differences from what he originally was presented.
McCourt explained the plans, she doesn’t have what Mr. Mitchell is requesting at this time, as that was not what was intended to be discussed tonight, they were before the Board only looking for a construction easement.
Selectman Adams supports this idea and having sat on the Planning Board, Adams stated he is very supportive of this; it will be great for Greenfield residents.
Lee Leblanc commented she is supportive and thinks it’s a great idea.
Chairwoman Day stated that she would like to speak to Underwood Engineers to be sure everything is in place properly, and to further make sure nothing Underwood did will be disturbed.
McCourt will send Administrative Assistant Davidson a PDF; the PDF will be forwarded to Keith Pratt from Underwood Engineers.
Discussion followed.
Selectman Adams explained, in lay terms what exactly Mr. Davenport was asking for.
Davenport is scheduled to go before Planning Board on May 4th. They were appreciative that at the very least this plan can be presented to the Planning Board with a verbal understanding.
7:15 – Recycling Supervisor, Matt Blanchard – Parking Lot lights, recycle update –
Lighting - Blanchard asked the Board exactly what were they looking for as far as lights. There are such differences in the prices, and depending on what is expected the prices will be quite different.
Administrative Assistant, Davidson asked to comment, she stated that a telephone pole is not as aesthetically pleasing to the community. She continued that the town invested in nice antique looking lights and she thought the Board should continue with the same type of lights.
Discussion followed as to what types of lights would best work; types of light bulbs, placement and safety were all mentioned.
Decision: Blanchard will go to the County Store in Milford and get wall lights that Chairwoman Day had a sample of; this will be a trial to see how well they light up the parking lot.
Maryanne Grant asked if the central office could order a 5 x 7 flag for the Library.
Recycle Center Update – Blanchard stated he has gotten a free dumpster for the Roadside Roundup.
Blanchard was checking to see if the next issue of the Spirit will be at the recycle center for residents to take. Day indicated that yes it will.
Hazardous Waste day was discussed; Blanchard is in the process of getting prices from Keene. Generally Greenfield residents will be able to take their hazardous waste items to Keene every Saturday and the first Wednesday of each month between April - September.
The shed for the scale is almost complete, it only needs a roof and a couple of 2 x 11 – A resident donated the roofing material.
Myron Steere asked if residents have to drive to Keene, would they group it up and take a truckload.
Blanchard stated yes, a flyer will be provided and it gets filled out, they will check your license to assure you are a Greenfield resident. Blanchard will get Administrative Assistant, Davidson a phone number for residents to call. This should also be put into the Spirit.
Chairwoman Day asked about Pat LaPree’s resignation – Blanchard concurred that she did in fact resign, May 2nd being her last day.
7:40 – Myron Steere – Driveways – Mr. Steere apologized about missing the meeting with the assessors, but he wasn’t notified in a timely fashion. Selectman Kullgren noted that it was discussed two weeks prior, when Mr. Steere was present that Mr. Stetson would be invited to the next Selectmen’s meeting, which was April 9th.
With regards to Mr. Steere’s driveway, Steere commented that there was never a conclusion reached if the Town was going to help him or not, he further stated that as a result of not hearing from anyone in what he recalled being an adequate time not to cut his trees, he cut his trees, he went on to say he now has tree stumps and inquired as to how the town would help him.
Joe Ellis, D.P.W. arrived at 7:50, as a representative for Duffy Fox, who could not be here tonight.
Davidson provided an e-mail from Hancock’s Road Agent, Kurt Grasset as to his thoughts on the situation with Mr. Steere’s driveway. Everyone read the e-mail in an effort to refresh his or her memories.
Chairwoman Day asked Mr. Steere to reiterate what it is he would like the Town to do.
Mr. Steere referenced RSA 231:75, and further stated it is his understanding of the RSA that the Town is responsible for the damage to his driveway due to the Town changing the grade of the road. Mr. Steere explained all the issues his property has endured due to the fact, he believes, the grade of the road has been changed.
Mr. Ellis commented that last November he was out there and informed Mr. Steere not to remove the trees because if he did the guide wire would most likely be taken down.
Mr. Steere does not remember the discussion.
Mr. Ellis explained the conversation he had with Mr. Steere again.
Mr. Steere stated he remembers being told to take the trees down. Mr. Steere recalls originally the Town agreed they would pay for the installation of a culvert and stone to correct the situation.
Davidson asked if Mr. Steere if he has ever heard from the Local Government Center claims representative, she further noted the Town had filed a claim for Mr. Steere’s allegations on November 24th. Mr. Steere stated he had not. Davidson will follow up on this and find out why no one was ever contacted, as the Town never heard anything on this matter from LGC either.
Discussion continued.
Mr. Ellis reviewed and explained photos the Highway Department had taken when this claim was initially filed.
Mr. Ellis again asked Mr. Steere what he wanted the Town to do.
Mr. Steere wants something fair and equitable done; he wants the road cleaned and the front of the driveway fixed. He went on to say he would like rip wrap delivered and have the stumps pulled. He is not asking for anything else, he further commented he could take the Town to court, though he does not want to do that.
Lengthy discussion continued.
Decision: Davidson to contact LGC to see what happened with this claim. Ellis will speak with Road Agent, Duffy Fox.
Kullgren stated that he wanted to clarify with Mr. Steere that the Board of Selectmen never told him to cut the trees on his property; Steere chose to cut the trees.
Steere recalls having been told to get prices for a culvert and to also take care of the trees.
Kullgren does not recall it that way, he recalls having discussed the purchase of a culvert, but not that the Town would pay for it.
Discussion followed as to the grade of the road changing over the years.
Adams stated he does not see how the town can grind the stumps. He could understand material possibly being delivered.
The Board of Selectmen and the Highway crew will meet at 7:00 am on Monday morning to review the driveway, the road and to discuss the situation. Mr. Steere gave everyone permission to enter onto his property.
Chairwoman Day wanted a minute with the Tax Collector to discuss a matter regarding deposits; she asked Mr. Steere if they could continue this after a brief discussion with the Tax Collector. Mr. Steere agreed to this.
8:30 – Tax Collector, Kathy Valliere – Chairwoman Day discussed that it has been brought to the Boards attention that the timeliness of some deposits has not been done incompliance with RSA 41:9 VIII. Funds for the General Fund had been deposited into the Wastewater Fund, causing the General Fund to have an insufficient amount of money. The Treasurer had to borrow from the TAN, when she should not have had to do so.
Valliere discussed this situation, stating it was an error. She further discussed that Ocean Bank is not convenient for her to get to. Valliere further discussed she is uncomfortable doing night deposits.
Discussions followed about deposits. It was decided if the deposits cannot be made in a timely manner, they should leave the funds for either the Treasurer, Administrative Assistant or one of the Selectmen to deposit. Day noted, the Town should not be holding funds over $500.00 for more than 48 hours, and further the funds should be deposited into the appropriate accounts.
At this time, Valliere stated she had to leave. Selectmen thanked her for taking the time to discuss this. No decision was made at this time.
8:40 – Myron Steere - Discussion resumed about Mr. Steere’s driveway. To reiterate what the Board had discussed earlier - Davidson was instructed to contact the Local Government Center about this claim; Ellis is to talk to Duffy. Highway & Selectboard to meet at Mr. Steere’s Monday morning to review his driveway. The Board of Selectmen will get back to Mr. Steere by next week to discuss what has been determined.
Mr. Ellis reiterated he does not recommend pulling the stumps.
Again, Mr. Steere did give the Board and/or their representative’s permission to go onto his property if he is unable to be there when they visit.
Davidson was asked to send an e-mail to the Board reminding them of the meeting Monday at 7:00 am at Mr. Steere’s Muzzey Hill Road driveway.
8:50 – Diane Boilard – Ms. Boilard discussed the Request for Proposals for the insulation of the Town Buildings. A public meeting will be scheduled and Ms. Boilard will be notified of this meeting.
9:00 Pat LaPree – Ms. LaPree was not on the agenda, though she did want to discuss some matters with the Board. She indicated she would like this public until she has something to discuss that otherwise should be non-public. Ms. LaPree stated that she has resigned her position at the Recycling Center for personal reasons.
Kullgren stated since this is essentially an exit interview, he wanted to know if she was happy working for the Town of Greenfield.
LaPree responded, basically yes.
Kullgren asked about the layout of the center, and if she liked the configuration.
LaPree stated yes, it is significantly better than it was in 2008 when she was first hired. She stated that initially the Recycling Center was a disaster, it did not have a smooth flow and was very disorganized, and the center has been continually improving. It has become organized, clean and flows much more efficiently than it did in 2008. She did work there with the Highway crew before Matt was hired and the improvements have been a monumental job to be so organized at this point. Discussion continued.
Day asked LaPree what would make her stay.
LaPree stated she couldn’t stay at this time; there is nothing wrong that is making her resign. Her personal life is very busy and she is just unable to keep up with the time needed to do the job. She discussed what she most enjoys about the position. Matt has expressed to LaPree she is very good at customer service with the residents. She can do the physical part of the job, but she really enjoys the people part of it the best.
Kullgren asked dynamically as a group, how was her experience with co-workers and how would she rate her supervisor.
LaPree explained her thoughts on this with regards to co-workers and then went on to discuss how she felt about Matt. She discussed her relationship with Matt and how they work together.
Day asked if there was anything that could be done for Pat to change this decision.
LaPree said she loves the job, but she doesn’t have the time. LaPree discussed several of the pros and cons of the job.
Selectmen thanked LaPree for her time.
Kullgren motioned that with the greatest of respect and admiration they regretfully accept the resignation of Patricia LaPree, effective May 2, 2009. Seconded by Day & Adams. Voted unanimously in the affirmative.
Library - Maryann Grant quickly discussed the library roof and the importance of getting the job completed. Bill Harper can get this done for $15,000 if we hire him now.
Selectmen will hold a public meeting to notice residents that we have the authority to spend the funds and further have intention to do so. Public meeting to be held on May 14, 2009 at 6:00 pm at the Town Offices.
Approval of minutes:
Selectmen approved the minutes of their April 9th, 2009 Selectmen’s Meeting as written.
Sign Documents:
A/P invoices & checks were signed
Old Business:
Insurance for Fire Dept. - Davidson explained she has contacted, our Risk Management Representative, Ron O’Keefe who will be in contact with Deputy Fire Chief White to discuss ways of increasing volunteerism, as well as the fire department offering services for residents that may include chimney cleaning, filling pools etc., without an impact to our insurance rates.
County Sheriff’s payments – Davidson reported she has spoken with Peter Flood from the County Sheriff’s Office, Mr. Flood has granted the Town of Greenfield permission to pay quarterly, rather than yearly.
Cost of materials for raft – Davidson was instructed to obtain two – three additional prices
Management Strategy – Davidson discussed she has spoken with several surrounding communities, as well as an attorney from LGC. She reported that generally speaking Town’s the size of Greenfield typically have written policies for items such as internal controls, purchase orders, deposits, accounting procedures, etc. all of which the Town of Greenfield currently has in place. Discussion followed.
Selectmen would like to have a staff meeting to discuss the spending freeze with Department Heads. Encouraging them to realize the freeze is not a punishment, but a financial necessity until the town receives more revenues, either by tax bills, block grant funds, etc.
A tentative staff meeting will be scheduled for May 21, 2009 at 6:30 pm.
New business:
Infra red survey for all town buildings – Lengthy discussion followed regarding the pros/cons of having this important part of insulating buildings performed now. With or without the stimulus funds, this is a valuable bit of information for the town to have available. A public meeting will be held on Thursday May 14th, at 6:30 pm to discuss utilizing funds from the previously established Capital Reserve Fund for the purpose of a professionally conducted insulation survey of all town buildings.
Instant Hot Water tanks – The Meeting House, Town Office & Library were all discussed. Davidson has recently been introduced to the gentleman Chief Plourde hired to have an instant hot water tank installed in the Fire Station. He had indicated he would be interested in giving the Town a price for all three buildings. Selectmen advised Davidson to make the contact and get a price. If possible, this could be included in the CRF hearing to be discussed as well.
Lyndeborough Subdivision – It was brought to the attention of the A.A., that the Town of Lyndeborough had approved a subdivision on property in Lyndeborough, with the only access to the property being through a Greenfield Class VI Road; Davidson spoke with Lyndeborough Selectman, Arnold Byam who stated that was not the case. An interested party had gone to the Town of Lyndeborough inquiring about subdividing this particular property for a pre conceptual consultation only. No decisions were made, no action had been taken.
Lyndeborough perambulation – Davidson reported that the Lyndeborough Town Administrator will be sending a letter, but did call the Greenfield Town Office to let us know that Lyndeborough would like to continue on with the Perambulation. Dates will be forthcoming.
Ice Storm Debris Clean up
- Town’s FEMA – Davidson reported that the Town of Greenfield has been approved for approximately $52,000.00 funding for the Ice Damage Spring Clean up. Those funds will cover wages for 4 new part-time workers, our regular highway employees, equipment rental, trucks, and any subcontract work etc.
- Volunteer Program through COAD – Davidson explained this is a program, which is offering to clean up yards for those who are unable to take care of the storm debris themselves. Davidson stated she has three elderly residents who will have the opportunity to utilize the program. Brief discussion followed. Deb will make some posters in an effort for residents to come forth and seek assistance from this program.
- Selectman Adams discussed that Gary Slammin has offered to clean up the big pine tree at Oak Park. Selectmen approved this very generous offer, a thank you note will be sent to Mr. Slammin.
Webster property – Davidson discussed she recently had a phone conversation with, property owner Mr. Bruce Webster who indicated he plans to have the property cleaned up by the end of May.
Town Mail – It was brought to the Boards attention that some town mail is being sent to some home addresses. After speaking with Attorney, Paul Sanderson from the Local Government Center, this is not ok. Attorney Sanderson stated that per State Statute, all town records must be kept in the central office, copies of public records can be created. The Board of Selectmen are responsible for assuring the documents are in the town office. Sanderson had provided examples of why this is so important.
Trustee of the Trust Funds & Cemetery Trustees - Davidson stated that Gil Bliss had discussed with her that the Trustees are considering charging more for cemetery lots, as well as administrative fees for processing the lots. Selectmen were supportive of this.
Cavender Road Bridge – Adams reported he has spoken to Duffy and the bridge will be posted as soon as the highway crew can get to it.
Church Fees – Discussion as to the fees, which will be charged to the Church followed. This will be tabled until a later date.
Adjournment: no further business meeting adjourned at 11:15 pm – The next selectmen’s meeting will be Thursday, April 30, 2009 at 6:00 pm at the Meeting House, the only business will be a public meeting to discuss the Monadnock Mountaineer’s and the use of Oak Park.
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