Town of Greenfield
Selectmen’s Meeting Minutes
Thursday – October 1, 2009 – 5:30 pm
Present: Chairwoman, Karen Day; Selectman, Jarvis Adams, IV; Selectman, Aaron Kullgren,
Minutes: Administrative Assistant, Debra Davidson
Call to order:
Appointments:
5:30 – RSA 91A:3 II (a) – Personnel – Motion by Day to enter into a non-public session for the purpose of a personnel matter. Seconded by Adams & Kullgren. Voted 3-0
5:45 - Motion by Day to enter out of the non-public session. Seconded by Adams & Kullgren. No discussions. Voted 3-0
No decision was made.
5:50 - RSA 91A:3 II (a) – Personnel - Motion by Day to enter into a non-public session for the purpose of a personnel matter. Seconded by Adams & Kullgren. Voted 3-0
6:10 - Motion by Day to enter out of the non-public session. Seconded by Adams & Kullgren. No discussions. Voted 3-0
No decision was made.
6:15 - RSA 91A:3 II (a) – Personnel - Motion by Day to enter into a non-public session for the purpose of a personnel matter. Seconded by Adams & Kullgren. Voted 3-0
6:30 - Motion by Day to enter out of the non-public session. Seconded by Adams & Kullgren. No discussions. Voted 3-0
No decision was made.
6:15 – West Rindge Builders (WRB), Bill Harper – Chairwoman Day explained to Selectman Kullgren, who had to leave the meeting at the library early, what happened at the meeting on Tuesday at the library. Day stated to Mr. Harper that whatever happened at the Selectmen’s Meeting two weeks ago, was not intended to be malice or to ever indicate that Mr. Harper does poor work.
Kullgren stated the Selectmen did not have the information as to who had been in the library after WRB had completed the job. The Selectmen only had the infrared report to establish their opinion. Kullgren stated he personally apologized for not being at the meeting Tuesday and missing most of the discussion.
Mr. Harper stated he felt much better after the meeting the other night, and even better after looking into the ceiling tiles. Harper has e-mailed Monadnock Security and some procedures will be established the next time they test the alarms for assurance this does not happen again. Harper explained he has been back several times at the request of Librarian Gail Smith and has taken care of various matters. He will come back and put strapping on the bottom of the insulation to assure the insulation remains tight and efficient.
Harper explained there are at least 10 volumes of books of minutes, architect meetings, etc., from the start of the project right through to the end. The town also had a clerk of the works; Michael Sparling spoke with Harper on a regular basis.
Day asked if the insulation being moved had anything to do with the ice build up?
Harper responded that it absolutely did, the building was designed for cold, and being insulated properly would not have allowed for the ice buildup. Further discussion about the roof and the plan Mr. Harper has for the repairs. Mr. Harper discussed the tree is rubbing on the shingles of the library and this will cause problems. The tree should be trimmed.
By vote of 3-0 the Selectmen authorized Mr. Harper to trim the tree when he is at the library working. Mr. Harper agreed to take care of this.
6:45 – Recreation Coordinator – Stephanie Goen - Lamothe – Update with the Board as to what events are scheduled:
· Humanities To Go programs are being set up
· Rebecca Rule in January & Sebastian Lockwood is also scheduled to do a program. Mr. Lockwood would like to do a fireside event at a later date.
· Mothers group has been a great success – 4 moms on second time, more moms each time. Everyone appreciating the opportunity to meet other mothers.
· Community Pot luck this weekend
· Halloween Party scheduled for the 31st – pre Halloween 2:00 pm – 4:00 pm
· Senior coffee at the Meeting House – the last Monday each month – 10:00 am – 11:00 am
· Hampstead Players are scheduled to perform the Christmas Carol – December 19 - 2:00 pm at the Meeting House – special surprise guests.
Kullgren asked about chairs that were bought for the mothers group, he questioned if they were necessary.
Ms. Lamothe said yes, they are “back jack” chairs – they can be used for mothers groups or any group that wants to use them can sign them out. They are very good chairs for anyone who has difficulty sitting in the metal chairs. The revolving account was used for the purchase, as the times are tough and she thought this would be a great use of the funds.
Chairwoman Day explained that the purchasing policy works for the budget, the revolving account is different.
Kullgren asked about fundraising ideas to improve the playground. Ms. Lamothe explained a fundraiser program she was recently made aware of. The Town of Ashby was able to build a playground with this program. You sign up through Gillette Stadium, your community signs up, Gillette Stadium representative will then draw your name at some point, your community will run the concession, receiving bonuses, cash etc., providing an opportunity to use the funds for playground equipment or other improvements.
Administrative Assistant suggested Ms. Lamothe keep a running list on the Calendar of Events in the Monadnock Ledger/Transcript as to programs being offered.
Stephanie has been asked about building a skating rink in the winter. She has researched this and has numbers and estimates as to what is needed and the cost. She would like to offer skating lessons this winter.
Strategies for the Recreation Revolving Account will be discussed at Selectmen’s Meeting on October 15th.
7:15 – Thomas Sullivan – Mr. Sullivan discussed a letter received from the town; he has some concerns. The propane heater and electricity are two concerns he has. Mr. Sullivan stated he would call NH Housing Authority and let them know they will pay their rent to the Town of Greenfield in the future.
7:30 – Meet & Greet – School Board Rep., John Gryval discussed how the original Meet & Greet started and that people didn’t attend. This Board decided to hold one at a Selectboard Meeting.
Discussed history – the Schoolboard does have 9 towns it represents, 13 representatives. They are working on budgets; there are 6 standing committees, sub committees. Mr. Gryval indicated he has a real commitment to this Board. Articles of agreement are currently being worked on. He further stated he has visited the school, attended a PTO meeting. Gryval briefly discussed the Greenfield PTO and what they have given back to the community.
Duties of the Schoolboard was discussed
The Board is looking out for the education & quality of education as well as the district. They do want to listen to the residents and encourage residents to contact them to express any concerns or thoughts.
Gryval introduced Butch Estey & Gail Cromwell who also sit on the Schoolboard. Ms. Cromwell expressed her pleasure with having Mr. Gryval on the Schoolboard; she also appreciates the support of the Town of Greenfield.
Kullgren thanked the Budget & Property Committee for inviting the Selectmen to their meetings. Kullgren wanted to express his concept and concerns for the $952,000.00 shortfall of Special Ed funding, he commented on what a good job the committee has done.
Mr. Estey pointed out that the $952,000 was nothing done by the administration, it is a result of increased enrollment, and high costs of unanticipated special needs programs. Discussion followed about the withdrawal of the trust funds to help fund the costs.
Gryval stated he is not in favor of removing funds from the special education trust fund, he also stated he is not necessarily in favor of borrowing money either.
Cromwell discussed the problem of having cash, is having assurance of taxes being paid. She is hopeful that in future they will be able to get a handle on the benefits & salaries. She did mention there is currently a decrease of enrollment in the middle school.
Resident, Maryann Grant asked what happens with special education.
Gryval answered that they start at a younger age and go longer than the average student. Education for the special needs child is anywhere between $30,000 - $300,000 per year. This includes busing, teachers, aids etc.
Kullgren asked if consolidation was still in the discussions.
Estey responded yes, discussion followed regarding consolidation, budgets, and capital improvement plans etc.
Selectmen thanked the school board members for attending this meeting.
.
8:15 - RSA 91A: 3 II (a) – Personnel – Selectman Kullgren motioned to enter into a non-public for the purpose of discussing a personnel matter. Seconded by Adams & Day. Voted 3-0
8:30 – Motion by Kullgren to enter out of the non-public and to further seal the minutes. Seconded by Adams & Day. Voted 3-0
Decision: Deputy Chief White will be the acting Fire Chief until further notice.
Approval of minutes:
Final draft of minutes was not available at this time.
Sign Documents:
Selectmen signed A/P invoices
Selectmen signed Payroll
Selectmen signed correspondence to tenants
Old Business:
Budgets – year-to-date budgets were reviewed, 2010 DRAFT budget from Kullgren was reviewed. Budget Advisory Committee member, Myron Steere asked what the Selectboard would like the BAC to do.
Kullgren stated the Selectboard has asked the department heads to hold back $95,000.00 of the 2009 expenditures. Discussion followed of areas of saving funds and wage freezes. The Town will be clearing land near Greenvale Cemetery, eventually building a Department of Public Works shed in the location.
Dodge asked about highway staff; it was clarified that there will be another full time hire to be the supervisor. There will be 4 full time staff members; the board will go from there.
Kullgren discussed revenues
Day discussed the planning board is working on establishing an economic development committee. Administrative Assistant was instructed to set up an appointment with PB Chair, Gil Morris for our next meeting.
Maryann Grant asked the Selectmen to specifically discuss what they would like from departments.
Adams stated 95% of 2009 budget is what should be spent, 5% to be saved.
Discussion followed regarding Library matters
Regarding the 2010 budget, Kullgren discussed, with the exception of essential items, department heads should not spend funds prior to Town Meeting approval. Cooperative buying was discussed.
Town properties – Selectmen made an announcement that the Town of Greenfield has recently acquired properties identified as 771 Forest Road, 4 Slip Road and 19 Sawmill Road. One of these properties was taken by tax deed, the other two were quitclaim deeded to the Town. It was further stated it is the intention to sell the properties at auction as soon as possible. James St. Jean has been contacted.
Property status updates. Regarding the properties mentioned above, the following was discussed.
· Fuel
· Rents
· Appointments
· Plowing
· Dumpster removal
New business:
Mail - Miscellaneous mail was reviewed
Computers – Administrative Assistant was instructed to contact Choice Computers, see how the bid can be revised.
Brush pile – Day asked when the brush pile will be removed. Administrative Assistant was instructed to arrange for having the brush pile removed ASAP. Robblee Tree Service will be contacted.
Planning Board – Selectman Adams updated the other Board Members of recent Planning Board happenings.
Recycle Center – Selectmen discussed opening bags at the recycle center. The less trash the better the revenues. Selectmen would like Matt Blanchard at the next BOS meeting. In an effort to educate residents and encourage recycling, Kullgren & Adams have agreed to volunteer at the Recycle Center cutting open bags.
Adjournment: With no further business, the meeting adjourned at 10:45 pm. The next scheduled Selectboard meeting will be Thursday, October 8, 2009 at 6:00 pm.
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