Town of Greenfield
Selectmen’s Meeting Minutes
Tuesday – July 27, 2010 – 6:00 pm
Present: Chairman, Jarvis Adams, IV; Selectwoman, Karen Day;
Absent: Selectman, Aaron Kullgren
Minutes: Debra Davidson, Administrative Assistant
Call to order: Chairman Adams opened the meeting at 6:10 pm
Appointments:
6:10 – Weekly update from Administrative Assistant –
o JLMC Meeting – rescheduled for 8/4/10 @ 11:00 am
o Staff meeting – 8/4/10 @ 1:00 pm
o Ambulance/Mountain Road – In response to the recent e-mail inquiring about Peterborough Ambulance not going over Mountain Road due to bad road conditions, after speaking with Nicole McStay, Peterborough Administrative Assistant, who spoke with Fire Chief Lenox of Peterborough, this was found to be untrue.
o Fall/Spring Monarchs tickets (group rates) – This will not be further investigated.
o Tenants – Apt. #3 – Forest Road – Tenants have vacated the property, keys have been returned. Selectmen discussed having Chief Giammarino file a petition in court to recover lost rental monies. A claim, in small claims court, will be filed for each tenant in Apt. #3, and Apt. #2. Chief Giammarino will be told to go forward with this petition as soon as possible.
o Playground update – Davidson discussed the insurance carriers thoughts on the repair of the slide and the seesaw, they would prefer to have new ones installed rather than repair the old ones. The slide and seesaw will be removed as soon as the new ones arrive. The resident who volunteered to remove them does have the Selectmen’s permission to remove slide & seesaw. He would like to keep the slide & seesaw as well. Bark mulch has been delivered & spread. The seesaw will be ordered as soon as shipping rates are obtained, same terms for the slide.
Motion: Motion by Adams to let resident, Todd Smith remove and keep the slide & see saw. Mr. Smith will be notified and the current playground equipment will be removed when new playground equipment is ready to install. Seconded by Day. Voted 2-0 in affirmative, with Kullgren being absent. Motion passed.
o Purchase Orders – Discussion followed regarding the requirement for purchase orders. Adams received a call from DPW Supervisor, Kevin McDonald expressing his opinion about this policy. The call was prompted because Mr. McDonald was questioned by Accounting Director, Catherine Shaw about a recent purchase that did not have a purchase order number attached to it. Lengthy discussion followed. Selectwoman Day suggested McDonald & Shaw meet with the Selectboard to discuss this matter. The policy could be reviewed clearly identifying the requirements for needing a purchase order.
o Town Maintenance & Building Work list – Selectmen signed a revised, updated work list. The new list will be distributed to both, McDonald and Recycle Supervisor, Matt Blanchard.
6:15 – Peter Hopkins to discuss code issues – Hopkins presented three letters, for three different residents, who are violating the Town building code. Hopkins wants the Selectmen to be aware of these letters and is looking for the support of the Selectboard. The letter indicates that if no action is taken by August 9, 2010, in accordance with RSA 676:17 a levy of a fine for $275.00 per day, since the first day of the offense will be enforced .The letters are for:
o 63 Gould Hill Road – S5 lot 17, new evidence has brought to light that the building has not been vacated. The property owner can appeal to the ZBA, but if no action is taken the fines will be incurred.
o 74 Slip Road – R4-46 & V4-3, the owner of record is not the person requesting a building permit for the property. Therefore the building permit has been denied, the owner of record must either be changed, or the owner of record must apply for the permit himself. Again, the applicant may appeal to the ZBA.
o Zephyr Lake Road – S1-27- Footings for a garage has begun to be poured without a building permit, also placement of the footings do not comply with building code. The resident has already been referred to the ZBA; the ZBA has not received any application for this.
Selectmen are supportive of this decision to pursue enforcement of all the properties being brought up to compliance with proper building codes.
6:30 – PRIMEX – Carl Webber & Toni Flewelling – Discussed Selectmen Goal Setting –
Mr. Webber discussed how the Selectboard can best coordinate a vision statement for the next five years.
Vision:
Vision for the entire Town –
o Selectwoman Day discussed the demise of the Forest/Slip Road properties. She further discussed having a vision of restoration and becoming a viable economic asset to the community.
Financial:
o Chairman Adams stated he would like to see the Town in a better financial standing. Establishment of capital reserves (CRF), utilizing these funds in conjunction with the Capital Improvements Plan (CIP). Adams sees this as being realistic – a financial plan for the CIP that is realistic and supported.
o Tax Anticipation Notes (TAN) having an active financial plan with cash flow, creating a predictable/stable financial standing of the Town.
Opportunity:
o Creating more opportunity for business within the Town – promoting home business, clean commercial business (medical offices, service business etc.) Adams discussed an area in Town that would fit into this idea for continued clean commercial business. Alternatives to energy sources were discussed.
o Creating a sense of community, encouraging more volunteers (Fire/Rescue), keeping the next generation interested, encouraging people to get involved in their local government, creating a pedestrian friendly environment and increase cultural activities
o Farmers markets – Sustainable food
Town operations:
o People:
o Residents: Increase positive interest in Town Government and all activities of the Town. Currently, there is a decentralized recreation activity approach to recreation activities. Occasionally an organized sport event or other event is brought forward, but generally at this time, recreation is decentralized.
o Employees: Encourage continuing growth, challenge each employee, financial enumerate along with recognition and support of employees.
Mr. Webber discussed a new book titled “Dan Pink – Drive”. It discusses motivational and leadership skills. It can be obtained from the Library or viewed at ted.com.
Barriers –
o Mr. Webber discussed barriers with the Board. Barriers could include the economy, voter expectations (wanting more for less), CIP expectations of departments, reluctance to plan for long term, lack of vision and lack of active communication.
Goals to transform this vision into a reality were discussed briefly. Mr. Webber will provide a report for the Board to utilize, he will return at a later date to discuss how to implement the vision and go forward.
Approval of Minutes:
July 15, 2010 Selectmen’s Meeting Minutes
Sign Documents for Approval:
A/P invoices
A/P checks
Letters – Jennifer Sennett re: Flotation devices
Old Business:
Painting- Tabled
CMRC lease renewal, security matters - Tabled
New business:
Misc. mail review
Conval School Payments – Davidson discussed earlier she and Treasurer, Katherine Heck, spoke about the school payments. Mrs. Heck would prefer to have a large payment when the revised payments are figured out and NOT level payments. In the long run, those Towns that borrow money would end up paying more in interest. It would be better for the Town of Greenfield to have the larger payment when the TAN funds are available.
Heating System - Adams presented a draft request for proposal for a heating system. This will be reviewed, advertised and local vendors will be invited to bid the job.
Adjournment: With no further business, the Selectmen’s meeting adjourned at 8:30 pm. The next scheduled Selectmen’s Meeting is Thursday, August 5, 2010 at 6:00 pm.
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