Town of Greenfield
Selectmen’s Work Minutes
Thursday – March 18, 2010 – 6:00 pm
Present: Chairwoman, Karen Day; Selectman, Jarvis Adams, IV; Selectman, Aaron Selectman Kullgren
Absent: Administrative Assistant, Deb Davidson
Minutes: Patricia LaPree taking minutes; followed by Administrative Assistant, Deb Davidson at 6:15.
Call to order: The meeting was called to order at 6:00 pm.
Chairman of the Board - The meeting opened with Ms. LaPree discussing the need for a motion to elect a Board Chair for the ensuing year.
Motion by Selectman Kullgren to appoint Jarvis Adam as the Chairman of the Board of Selectmen for the ensuing year.
Seconded by Karen Day. Voted 2-0 in the affirmative. So moved, Jarvis Adams will be the Chair.
Wastewater system - Selectman Adams discussed the alarm for the septic system sounded last night. One pump is not working well. Two pumps pump everything to the field, there are two back up pumps. Both pumps were not performing well. It is questioned whether there is a leak or if the sump pumps have been tied into the system. Jim Cruthers, Wastewater Supervisor contacted Jarvis Adams last night regarding this matter. Wasterwater Commissioners need to address this matter.
Selectwoman Day stated that Duffy Fox’s name should be taken off the list of contacts, and replaced with Kevin McDonald as a contact for pump alarms.
Mountaineers – Selectwoman Day read a letter from the Monadnock Mountaineers. The Board read the letter and discussed the letter. Monadnock Mountaineers are willing to table plans for relocation until Town Meeting 2011 to see if a long term agreement can be entered into. The letter from the Monadnock Mountaineers is attached to the minutes in the office. The Monadnock Mountaineers will not be keeping statistical data this year as they did last, but will continue to pick up trash and monitor the field.
Adams suggested that DPW Director check Oak Park before & after the Monadnock Mountaineers Football games.
Day stated that the Monadnock Mountaineers did a good job last year complying with the noise ordinance with only one possible Sunday exception.
Selectman Kullgren stated the football goals belong to the Town. Monadnock Mountaineers Paid reduced rent in 2009 and improved the park grounds. Selectman Kullgren further stated that if the Monadnock Mountaineers agree to do improvements and provide a cost list, it will be considered to a reduced rent again. Monadnock Mountaineers provided the Board of Selectmen with a certificate of liability coverage for the use of the park. If the noise ordinance will be violated, the Monadnock Mountaineers needs to inform the SelectBoard for a special circumstance exception. This will continue to be discussed.
Adams asked for a list of what improvements were done in 2009.
Town Meeting Review – Feedback to Adams was that the meeting went well. Some concerns regarding employee advocacy at the meeting. This should happen in review with the Selectboard.
Administrative Assistant, Deb Davidson arrived at 6:15 PM. Selectmen continued to discuss other business.
Appointments:
6:45 - Loren White, Kevin McDonald, Peter Hopkins – Selectmen welcomed everyone to this meeting. Chairman Adams stated there is an appointment needed for the Deputy Emergency Management Director/Deputy Health Officer and the Selectboard wanted all parties present to discuss this.
Hopkins discussed what the need for this position is.
Adams asked Hopkins to explain what this position actually entails.
Hopkins stated the Hazardous Mitigation Plan was written two years ago, the document has provided the community with evidence as to where any potential hazards could take place within the town. Examples are flooding, fuel spills, fires etc. Hopkins explained the history of the HMP, the various zones, and the direction as to how request for assistance is followed.
One piece of the project is what Hopkins explained with regards to the HMP. The second part is the emergency operations plan. The Town lays out a command structure. Hopkins sees the role of the Emergency Management Director as a facilitator position for the highway, police, fire, administration etc. it is a communication link, not the command structure.
An Emergency Management Director and an assistant would direct each department in the event of an emergency. The Departments would individually have their own chain of command. The Town of Greenfield has limited resources as compared to local communities. Some towns have a large volunteer, citizen’s corp., Greenfield does not. The job that Mr. Burtt did was the Deputy Health Officer. Hopkins explained he originally asked for this position to be filled. This position has been growing for several years and he needed assistance with foster home inspections, septic inspections and more.
In the event of an emergency, where residents would go for safety was discussed. A brief history of this program and how it came about was explained.
Two different positions are being discussed at this point. The Assistant Deputy Health Officer and the Emergency Management Director.
Hopkins suggests that the EMD should not be a Department Head; in the event of emergency the department could be otherwise detained.
Kevin McDonald discussed how he became involved in this situation, how he came to learn of the position as EMD and what was provided to him on a hand written paper. Selectmen were reminded of the discussion they had a few weeks back regarding they thought Mr. McDonald would be a good fit for the position. The job has changed several times, McDonald has spoken with both Peter Hopkins & Loren White, and he further stated he has the utmost respect for both men. McDonald spoke of his past experiences, and how he would be involved with emergencies in the capacity of the DPW Director. He stated he would be part of the network no matter what. Everyone will be working together and should be working together.
Hopkins stated he agrees with McDonald as to what the Emergency Manager position will be.
McDonald explained his thoughts on the recent documentation he received from FEMA regarding the last two storms, his responsibility as responding to emergency management in regards for the buildings, roads and grounds. He needs some type of emergency management label in order to be included with the emergency documentations at the State level. McDonald stated if he is not in the loop and properly informed as to what needs to be done, he cannot properly handle the FEMA process.
Day asked what does it take to get McDonald in the loop.
Hopkins discussed the way emergencies have been handled in the past, with some improvements everyone should be able to work together.
McDonald commented that he was hoping in the event of an emergency a chain of command for protocol would be established.
Hopkins stated the 2008 Ice Storm did need assistance, residents knew the emergency base was set up at the fire station. Hopkins feels the 2008 Ice Storm was handled well; there was a great deal of community exchange & cooperation. Eight - ten families were put up; this community was very adept at taking care of each other.
Day asked at what point does everything move forward.
Hopkins responded stating that when the need becomes evident to emergency responders more needs to be done. Hopkins further stated Greenfield is in a much better position in this day and age then we were several years ago.
Selectman Kullgren asked if there is an emergency call list, and what is the protocol for getting the list going.
McDonald stated if he is responsible for the documentation for the emergencies, when does he become part of the program.
Fire Chief, White stated, that regardless of what happens McDonald would get the paperwork for the FEMA emergencies within his departments.
Chairman Adams, stated that McDonald is going to need to get into the loop, and further stated the two positions that are necessary to fill need to be filled. Adams asked that Hopkins bring this to the Board when he is prepared to appoint someone as Deputy Health Officer. Adams suggested White, Hopkins & McDonald step outside and discuss this among themselves, as the meeting needs to move along.
7:30 – GIVers, (Neal Brown, Agneta Brown, MaryAnn Grant) Oak Park Representative, John Hopkins – Mr. Brown discussed the playground and made suggestions for moving forward. Brown discussed the history of the playground, and the report the Town received regarding the current playground. The GIVers have been raising funds for this project. The GIVers, Stephanie Lamothe & the Oak Park Committee had a meeting and discussed a plan to address the deficiencies. They left the meeting with the notion that everyone would work towards a solution. After researching costs for a playground was basically committed, funds have been raised. Brown continued to discuss the research they have done to date. The plan is to begin moving forward as to set up a committee established
with one Oak Park member, a GIVers member, a Crotched Mountain representative, and a local parent. This would then establish an Oak Park Playground Committee. Discussion followed regarding the possibility of using revolving funds for this project.
John Hopkins discussed initially back in the late seventies that any capital improvements made to the park that went through the Oak Park Committee did need the blessing of the Selectboard. The Oak Park Committee would happily be the driving force behind this project, keeping the BOS informed as to what progress is being made.
Selectman Kullgren discussed he would like a nice sign installed that says “Oak Park Fairground” or whatever the original signage was at the park.
Mr. Brown indicated they would begin moving forward on this project and be in touch with Administrative Assistant, Deb Davidson to schedule a follow up meeting.
8:00 – Treasurer, Katherine Heck – Mrs. Heck was present to discuss CDBG Grants & other business. Mrs. Heck prepared a presentation to discuss the status of the CMRC grants, the newest Tax Anticipation Note and the current bond status for the Town of Greenfield.
CDBG - Some matters regarding the CDBG that Crotched Mountain has received are using the Town Tax ID number, audit/auditor concerns and administrative concerns. In August Mrs. Heck was instructed to close out one particular account, now she is receiving funds that cannot be deposited without another public hearing and/or account being set up. Comment was made as to if other towns not manage grants for non-profits within their communities.
Selectman Kullgren asked if we applied for funds through other grants, would we be denied.
Treasurer indicated that where she is not a grant writer she cannot answer that question, but believes there is a very good likelihood that could happen. The following questions were addressed.
· Tax ID for grants, possibly unable to apply for similar grants for 10 years
· Managing grants for a non-profit
· What does Peterborough do regarding McDowell Colony as far as receiving grants. Do they use Peterborough Tax ID and/or does Peterborough manage the grants?
· Minutes of Public Hearing for the STAG Grant?
· Mrs. Heck will get a copy of the invoice to McMillian Co., and will not pay any funds to CMRC directly.
April 8th to have CMRC present to discuss these matters as well as the contract agreement for the Old Town Office.
Bond Status – Mrs. Heck provided a written explanation as to how bonding and bond status works.
Tax Anticipation Note – Mrs. Heck has applied for a note in the amount of $700,000.00 it is in the application process. Interest rates are at historic lows, Heck suggested the Board keep spending to a minimum through June.
Selectman Kullgren discussed the BOS establishing a legacy allowing for a job description for the treasurer, authorizing her to establish parameters by which funds can/cannot be disbursed. Selectman Kullgren also discussed having new department heads sit down with the treasurer to understand the financial aspect of the town’s operation. Kullgren discussed Heck should discuss her ideas as to how to save funds.
Loren White discussed he would challenge every department to negotiate terms with every vender.
Goals were discussed and establishing a time line for goals that need to be met before deadlines, any changes should be clearly outlined.
Discussion followed regarding the position of the treasurer and the potential for the position gaining more authority over departments.
Selectmen thanked Mrs. Heck for her presentation.
9:15 – Loren White & Kevin McDonald – Selectman Kullgren discussed the e-mail from Loren White expressing his disappointment in the lack of candidates on the ballot. White suggested in the future a friendly reminder be sent out as to positions and sign up dates. A courtesy call to each incumbent would also seem appropriate. Details of Zoning Ordinances were not clear; White asked if it was possible to have details available in the voting booths. Discussion followed.
White discussed there were a number of individuals who had asked to be write-in votes – White asked if these could also be posted in booths – find out how the write in recommendations are to legally be posted.
Regarding public meetings, White suggested that a summary of each groups meetings be in the Spirit, a blank fill in the form for each department would be an easy way to keep residents informed as to what is taking place within each department.
Capital Reserve Funds – Discussion followed regarding any unexpended budget funds to be placed into CRF for the department. Discussion followed. Administrative Assistant will contact the Department of Revenue Administration and get this nailed down.
DPW Supervisor, Kevin McDonald presented a document to the Board of Selectmen for their signatures. The document relates to FEMA funding for reimbursement for recent storms curbside clean up. McDonald indicated the Town would not be participating in picking up curbside debris for residents. After review of the Town there is not enough to warrant a crew to facilitate this service.
9:45 – School Board discussion – Selectman Kullgren reported Conval has a new principal. The entire committee unanimously agrees this is the right leader for Conval. John Gryval was present and spoke to the recount on Saturday. Will contact everyone with the recount numbers on Saturday.
Approval of minutes:
March 11th, 2010 Selectmen’s Work Session - Selectwoman Day will provide the minutes at the next meeting.
Sign Documents:
A/P invoices
P/R checks
Purchase Orders - Liberty international (radiator) - $1,304.85
Hillsboro Ford (U-joint) - $1,893.01
Staples (Computer) - $1479.98
Surplus Property Agreement
Vacation Request – Giammarino
SWRPC - Fast Road Broadband interest
Letters – CMRC
Plowshare Farm
Old Business:
CMRC review & discuss contract – tabled until 3/25/10
New business:
Mail - Misc. Mail was reviewed
Purchase & Investment Policies - Motion by Selectman Kullgren to re-adopt the Purchasing & Investment Policy as written for the ensuing year. Seconded by Adams & Day. Discussion followed regarding this is a requirement of auditing standards to annually re-adopt these policies. The purchasing policy, which stipulates to dept. heads when they need a purchase order and how to utilize the purchase orders. The investment policy outlines the means in which the Town can invest their funds.
Voted in the affirmative – 3-0
Departmental Meeting - Meeting date for all departments was discussed. Selectman Kullgren will prepare the scope of the meeting, to be presented at the next Selectman’s meeting.
Monadnock Security Proposal – Discussion followed regarding the Town Office Fire Alarm has been sounding (a trouble/ground fault alarm) sporadically for several weeks. The monitor box was fried during one of the electrical outages. The price was reviewed; the Board would like Administrative Assistant to contact Monadnock Security and be assured the system will be 100% upon satisfactory completion. AA is to also find out why the batteries need to be replaced so often.
Fast Roads Broadband – Rebecca Landry, SWRPC is willing to come speak to the BOS regarding this. Administrative Assistant briefly discussed the Fast Road program with the Board. Davidson will contact Ms. Landry and set up a time for her to do a brief presentation. Selectmen signed a non-binding letter indicating the Town of Greenfield showing interest in such a program.
Monadnock Mountaineers Letter – The Board of Selectmen read a letter from Mr. Jarest representing the Monadnock Mountaineers. The letter discussed several items. Topics in the letter, which was requested to be in the minutes, reflect continuation of a year-to-year contract for the 2010 football season. Questions they would like to have cleared up will be addressed in a return letter to the Mountaineers. Mountaineers will put together a list of small improvements they wish to make to the park in 2010.
Cal Ripkin – Pitching Machine, Baseball Diamond, Coaches, and Sponsors were all discussed. The Board was not supportive of purchasing a pitching machine. The baseball diamond will be priced out; possible means to repair the field is utilizing the Recreation Revolving Account. It will be advertised in the Spirit there is still a need for coaches and sponsors for the 2010 season.
Welfare Officer – Davidson presented the Board of Selectmen with a verbal resignation as Welfare Officer. Selectmen accepted her resignation as welfare officer. Discussion as to hiring Patricia LaPree as welfare officer, Davidson will assist her if she is unavailable or needs additional help. Discussion followed regarding ways and means of distributing financial assistance to those in need.
Motion by Day to hire Patricia LaPree as the Welfare Officer and Debra Davidson as the Deputy Welfare Officer. Seconded by Adams & Selectman Kullgren. Discussion followed. Selectman Kullgren noted the deputy position is an unpaid position and further requested the resignation in writing. Voted in the affirmative - 3-0
Adjournment: The meeting adjourned at 10:45 pm. The next scheduled Selectboard Meeting will be held on March 25, 2010 at 6:00 pm
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