Town of Greenfield
Selectmen’s Meeting Minutes
Tuesday – August 11, 2009 – 6:00 pm
Members Present: Chairwoman, Karen Day; Selectman, Jarvis Adams, IV; Selectman, Aaron Kullgren,
Staff Present Minutes: Administrative Assistant, Debra Davidson
Call to order: Chairwoman Day called the meeting to order at 6:00 pm.
Appointments:
6:15 – Planning Board Chair, Gil Morris – Chairman Morris discussed the current recession has allowed the Planning Board the opportunity to review the objectives for the municipality. Morris explained the “report card” that has been developed with regards to the Capital Improvements Plan, and that it was previously distributed last year. Reviewed the card and noted the PB is reviewing the current ordinances to see if they are doing what the town had intended, by vote, to accomplish.
The Planning Board will report back with recommendations and hold public hearings on any changes that may be needed.
Morris discussed that the Steep Slope Ordinance has been rejected two years in a row, the Planning Board will most likely remove this objective from the Master Plan.
The Planning Board is reviewing economic development; there are some current situations, which may likely enhance the downtown, nothing definite at this time though.
Last time the Master Plan was revised was in 2003 thus, the reason for the current review. The economic development of the community should be continually reviewed to assure that the town is being developed properly (i.e. industrial development vs. residential development).
Kullgren suggested having a joint meeting to discuss the development of the town and assure this is being established properly.
Morris discussed the fact the high school has a graphics department that could work with a non-profit and would professionally develop a strategy for marketing the economic development program.
Motion by Kullgren that the chairs discuss and arrange for a meeting.
Morris & Day agreed they would arrange this meeting shortly.
6:30 – Department Heads – Selectmen invited all Department Heads to attend the meeting to review the newly established purchase requisition policy, review the year-to-date budget expenditures and discuss the spending freeze.
Chairwoman Day explained the purpose of the purchase requisitions allows the Selectboard to have knowledge of the expenditures before they are made rather than after the fact.
Kullgren asked Mrs. Shaw what she thought about the policy.
Shaw stated she thinks it’s a good idea to have them in place and shows responsibility on departments.
Kullgren discussed the impact on the Town resulting from the State budget cuts. Explained the Board has come up with a budget that has reduced $95,000 out of the approved operating budget, the Board is asking department heads to consider these reductions.
Each department was reviewed, everyone in attendance agreed they will work towards saving as much of their approved operating budgets that they possibly can without cutting town services.
7:40 – Town Forester, Karla Allen – Karla was present to discuss Greenvale Cemetery and the logging that may take place in an effort to reclaim much of the gravel for Town use. Cemetery Trustee, Margo Bliss was present to discuss her position as a Cemetery Trustee. The Trustees are familiar with the proposal, the concerns are that if the Town is going to build on this lot, they ask that it be built on the far side of the lot, rather than closer to the cemetery. Selectmen noted this would be kept under advisement before any permanent structures are built.
Karla stated that this lot was brought to her attention through another logger. She wanted the Board to be aware that how things were brought to her opens the town to litigation. She further stated she is here, as the Town Forester and she would like to have the town utilize her services. She would like to get together with Joe Ellis and discuss the proper procedures for how things should go out to bid. Sealed bids will be mailed to the Selectboard, to be opened at a specific time. Timber tax was discussed; generally the logger would pay for the tax, since this is a Municipal logging operation. The town will do the stumping, the Town will rent an excavator, and wetland permits were discussed. Karla would take care of the permits, the bidding process, the logging requirements and establish where the
timber tax responsibility will fall.
Karla & Joe will meet tomorrow at noon at the cemetery, walk the property and discuss what the best practices will be for the Town.
7:55 pm in accordance with RSA 91A:3 II (c ) matters, which if discussed in public may adversely affect ones reputation - Motion by Day to enter into a non-public session. Seconded by Kullgren & Adams.
8:15 pm Motion by Day to enter out of the non-public session. Seconded by Kullgren & Adams.
Decisions: Joe Ellis will write up a draft Request for Proposal;
- Karla will type up the final RFP for tree trimming
- Karla will put the job out to bid, requesting sealed bids
- Karla will review the sealed bids
- Karla & Joe will work together to choose the best option for the town and present it to the Board for approval
Approval of minutes:
Selectmen accepted the July 23, 2009 minutes as written
Sign Documents:
A/P invoices
Oak Park Rental Agreement – Mountaineers –
Jimmy Sullivan to sell hot dogs during games, vender hawker permit needed before he can start
Old Business:
Plowshare – Deb reported after speaking with Assessor, Mark Stetson, he has requested Plowshare to provide written statement as to what was completed on April 1. To date there has been no letter provided.
Buxton – Wilkins Lumber in Milford has the same type of kiln, Deb to call Milford Assessment Office to see how it is assessed in Milford.
Insulation Bid Award – Selectmen opened and reviewed three bids
- JA Jubb - $19,720.00
- Mor-Tite Insulation - $22,942.00
- EcoSafe Insulation - $25,330.50
Discussion followed – a letter of acceptance will be provided to the Board by the next meeting. Providing JA Jubb will present the Board with minor written adjustments to their bid, they will be awarded the job.
Road Reconstruction – Joe Ellis stated that they are only going to do .3 of a mile of Mt. Road
New business:
Misc. Mail review
Adoption of Flood Maps – Pursuant to RSA 674:57, by resolution of the Town of Greenfield, Board of Selectmen, all lands designated as special flood hazard areas by the Federal Emergency Management Agency (FEMA) in its “Flood Insurance Study for the County of Hillsborough NH” dated September 25, 2009, together with the associated Flood Insurance Rate Maps dated September 25, 2009, are declared to be part of the Town of Greenfield’s Floodplain Development Ordinance and are hereby incorporated by reference.
Judgment money – The Town of Greenfield is still awaiting funds as a result of a judgment against Robert Geisel, the Town attorney has contacted the company holding the funds, they will be releasing funds in the near future to the Town.
Residential use only for beaches – Discussion followed about strictly enforcing the use of Town Beaches to be by Greenfield Residents only. Whereas the summer is almost over, this year is a wash, however next year a very strict plan will be in place.
Lawsuit against NHRS via LGC – Selectmen signed a letter to New Hampshire Retirement System, copied to the Local Government Center, in support of the class action suit against the NHRS.
DPW Position advertising – discussion followed regarding what to present this position as, the position will be advertised for the next two weeks.
Memorial Tree – all three Selectmen agree this is a good idea; Deb will contact Kathy Seigars to determine what would be the best option.
Joe Ellis reported the one-ton having front end work done tomorrow; this is a continual problem from not being done properly the first time after being repaired a year or so ago. Deb to contact the insurance adjuster and see what they will do for us. Ellis stated that Pete'sTire Barn in Amherst is scheduled to do the work, Selectmen told Ellis to get a quote from Pete's Tire Barn before any work is completed.
Slip Road Culvert – Deb was instructed to meet with Joe Ellis and discuss a culvert that a resident has filled in on Slip Road, as well as trees that have been planted in the Town’s right of way. Depending on the discussion between Deb & Mr. Ellis, a letter may be written to this resident.
Oak Park Committee – discussion followed regarding the Oak Park Committee having their own checkbook or are they allowed to work under the Towns Federal ID number. This will be checked into with the auditor.
Title Search for Carbee’s Corner is being completed.
Assessments – Myron Steere has requested a disk with the Town Assessments for his personal use.
Personal Equipment – Deb was instructed to check with an employee as to why he is using his personal equipment on Town property.
Adjournment: Motion by Day to adjourn the meeting at 10:45 pm. The next scheduled Selectmen’s Meeting will be Thursday, August 27, 2009 at 6:00 pm at the Town Office.
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