Town of Greenfield
Selectmen’s Meeting Minutes
Thursday – March 25, 2010 – 6:00 pm
Present: Chairman, Jarvis Adams; Selectwoman, Karen Day, IV; Selectman, Aaron Kullgren
Minutes: Administrative Assistant, Debra Davidson
Call to order: Chairman Adams called the meeting to order at 6:00 pm.
Appointments:
6:15 – Fire Chief, Loren White –
Engine #3 - White reported that Engine #3 has a fuel tank leak. While it was being cleaned, the cleaning created a hole in the tank. It is being repaired, the truck is a 1996 and is not under warranty and will be out of service until further notice. Mutual Aid Towns are aware of this and will be prepared to respond if necessary.
2011 Budget – Chief White brought forward items that will need addressing in the year 2011. He would like the Board to be aware of these items sooner than later, thus bringing them to the Board at this time.
· Notification Apparatus - Discussion followed as to how Conval utilizes such a program and how a similar system could benefit the Town of Greenfield. The Fire Dept. is looking into a media station; the Fire Fighter Association Fund will pay for this. White discussed the program that Jaffrey uses. He will obtain more information and be prepared to place it on a warrant article for 2011.
Adams discussed he will have an open mind, but when considering technology the price could go down even more.
Kullgren asked about the Auxiliary Funds account and what are those funds for?
White explained as the bylaws read “the fund is for the procurement of equipment, tools, training. It is not for the funding of capital improvements etc.” White stated he doesn’t feel that the purchase of the notification apparatus is the proper use of the funds. He believes the association would likely prefer to make a purchase and then a donation to the town. Discussion as to the Town expensing the cost between Fire, Highway & Police. With the Association making a minor contribution as well. Administrative Assistant asked about grants? White stated there might be some available grants; Administrative Assistant will help look into this.
· Radios/pagers – White reported the department is part way there; pagers the department has been purchasing are newer models. White would like to leave the budget as consistent as possible, would rather have a Capital Reserve Fund (CRF) than have the budget fluctuate. A CRF seems more financially responsible than putting the funds into the operating budget, which should be for the repair of current equipment. He would like to purchase the equipment next year via a warrant article. The Department does not have to make the entire purchase but they would like to. This will be a mandated improvement for radios by 2012. The current portables are
operating, they are looking into purchasing chargers and placing them in a vehicle, they will then have optimum operability.
Kullgren stated he wanted to be sure there is a CRF that isn’t spent in the year the CRF is set up. If that is the case it should be a warrant article and applied to the operating budget.
CRF vs. Budgetary expenses were discussed. White prefers a CRF in the event of the inability of obtaining the radio equipment required by 2012.
White discussed a meeting he had today regarding benefits for fire/rescue responders who may become victims while responding. More information to be provided at a later date.
6:45 – Recycle Ctr. - Matt Blanchard – Chairman Adams discussed the Board asked Mr. Blanchard to be present as they want to talk about the recycle center. A few things are the facility is messy, the gate has been unlocked, florescent bulbs have been lying around; Adams asked what can be done to make it safer and neater. Also, the Board hasn’t met with him in a while and wanted to have an update.
Mr. Blanchard stated as for the gate, the lock broke this week. Someone ran into it, he is going to install a massive gate that no one will be able to run into. He needs to order new locks and will share the keys with the Highway & Police.
Mr. Blanchard has taken care of the box and it is locking fine.
Florescent bulbs are on a pallet and ready to go.
Kullgren stated that he thinks what Adams is saying; he would like to see the place picked up daily and not have trash around. There are safety issues; there should be an end of the day checklist of what needs to be done.
Adams stated the oil building was not locked.
Blanchard stated it is empty, but he could lock it if necessary.
Checklist of end of the day procedures is a good idea. Discussed it is still a business and it is important how the place looks. It is so much better than it was, but they would like to see more improvements.
Adams asked if Mr. Blanchard has been looking at skid steers-
Blanchard said with only $1,400.00 he would encourage another fundraiser and then go before the Town with some funds in hand.
7:00 – Brian Putnam – To discuss the baseball field – Mr. Putnam discussed he has been organizing youth baseball for several years. The field at Oak Park has had no attention for quite a while. It has gotten to the point it is unsafe to play on, base paths are more like cow paths. The sagged field has settled and needs some fill. The Administrative Assistant has had Ted Jarest come look at it; he has presented quite a proposal. Discussed past years what has been done, stone dust made the base paths a little smoother.
Based on the proposal Putnam would recommend item #2, $750.00 at the minimum be complete. Baseball season is for 10 weeks, after that the field is not used that much and more improvements could be made in the fall. The trend seems to be baseball is a dying sport. Kids seem to be leaning towards soccer.
This year we may have just enough children to make a team, if not we will have to farm kids out to other towns. Parents don’t want to travel to let their kids play baseball.
The program has been self sufficient, no funding from the town.
Proposal by the landscaper explains what needs to be done to the field. Since the season is coming up immediately, he would like to see what we did last year done again this year. Dump a full truck of stone dust and then get volunteers to spread it out. We can look into if someone who has a Kubota could help spread things out. Cut out baselines.
Action items:
Base paths to be cut out
Stone dust to be delivered & spread
Administrative Assistant to contact DPW Supervisor and discuss this. Possible use of the correctional facilities program to get the project completed.
Other Business: Non-Public
6:00 - RSA 91A: 3 II (d) – Motion at 7:30 by Adams to enter into a non-public session to discuss a legal matter. Seconded by Day & Kullgren. Voted 3-0
Motion by Adams to enter out of the non-public session. Seconded by Day & Kullgren. No discussion, no decisions. Voted 3-0
Decision: The Board decided what their minimum bid would be for the property located at 19 Sawmill Road. The auction is scheduled for Saturday, March 27, 2010 at 10:00 am.
7:15 - RSA 91A: 3 II (d) – Motion at 7:15 by Adams to enter into a non-public session to discuss a legal matter. Seconded by Day & Kullgren. Voted 3-0
7:25 – Motion by Adams to enter out of the non-public session and to further seal the minutes. Seconded by Day & Kullgren. Voted 3-0
Decision: No discussion, no decisions.
RSA 91A: 3 II (c) - reputation
Approval of Minutes:
March 11th Work session not available at this time
March 18th, 2010 Selectmen’s Meeting minor changes to be made to the draft minutes. Approval of final draft will be at the next meeting.
Sign Documents:
A/P invoices were signed
Old Business:
CMRC - review & discuss contract – Tabled until a later date -
Department Meetings – A meeting date for all departments and suggestions of agenda were discussed.
· Asking for permission from the Board to accept gifts
· Calendar of events. Craft out 2010 and how are we going to accomplish tasks. Each department will individually meet with the Board.
· Each department will have the Treasurer explain the financial aspect of their departments budgetary requirements.
· Manual or calendar of yearly events will be provided for the Board and Departments.
Fast Roads Broadband – April 22nd –at 6:30 pm.
Alarm Board at Town Office – Motion by Adams to have the alarm board replaced by Monadnock Security. Seconded by Day. No discussion. Voted 3-0 affirmative.
Decision: To sign a contract and authorize Monadnock Security to replace the alarm board at the Town Offices.
33 East Road – Culvert issue – Several months back resident, Tom Mullins had reported the culvert the former Road Agent had removed on East Road near his driveway is causing damage to his property. DPW Supervisor was going to contact him and discuss the situation. Mr. Mullins has reported he has not heard from Mr. McDonald. Selectmen advised the Administrative Assistant to contact McDonald and discuss this with him, suggesting he should contact the former Road Agent to discuss what exactly was done to the culvert, then to contact Mr. Mullins.
Waste Water bill – The tanks have been pumped twice, Administrative Assistant will follow up to assure Jim Cruthers gets the bills straitened out.
Vehicle Reimbursement – Selectmen discussed the stipend for DPW Supervisor. Administrative Assistant will talk to McDonald notifying him the Board wants to have monthly receipts accompany the monthly invoices.
New business:
Mail - Misc. Mail review
Appointments – Library Trustee – Jami Bascom, Neal Brown
Planning Board – Kevin O’Connell
BOS – Adams, Kullgren
ConCom – Irvin, Day, Brown
Kullgren and Adams indicated the Town Clerk, Edith Sleeper, had sworn them in. She should have the appointments and should provide them to the central office.
Letter of Interest – Budget Committee – Patricia Donovan – Selectmen signed the appointment for Ms. Donovan to sit as a member of the Budget Committee. Administrative Assistant to notify Ms. Donovan.
Bi-Weekly Meetings – Selectmen discussed meeting bi-weekly. Beginning April 15th the BOS will meet 1st & 3rd Thursday at 6:00 pm until further notice. The month of April they will meet on the 1st, 8th, 22nd.
April 1 Selectmen’s Meeting – Administrative Assistant informed the Board of Selectmen she would be unable to attend the next meeting, as she has a personal matter to take care of that day which may run into the evening. Selectmen approved this.
Action:
· Grants - Administrative Assistant to ask Donna Lane to attend the next meeting and to further be prepared to clarify what the sub—recipient agreement is for. Which grant it relates to, and t further explain the other grants written on behalf of the Town of Greenfield, and explain any other grants that are being applied for on behalf of the Town of Greenfield.
· Crotched Mountain - Crotched Mountain Adult Day Care Center will be a year-to-year lease at least until March 2011, at which time they may go before the Town for a town vote. Items the Board would like to discuss with Crotched Mountain before signing the lease are:
o What is the vision for the Adult Day Care Center
o Rent and/or insurance reimbursement
At 8:15 the Administrative Assistant left the meeting, the Board entered into a non-public.
| 
