Town of Greenfield
Selectmen’s Meeting Minutes
Thursday – August 5, 2010 – 6:00 pm
Present: Chairman, Jarvis Adams, IV; Selectwoman, Karen Day;
Absent: Selectman, Aaron Kullgren
Minutes: Debra Davidson, A.A.
Call to order: Adams called the meeting to order at 6:00 pm.
Appointments:
6:00 – Weekly update from Administrative Assistant –
· Staff meeting update – Staff meeting on August 4, 2010 at 1:00 pm was well attended. Davidson thanked Chairman Adams for being at the meeting this afternoon. Davidson commented it was appreciated having the support of Adams at the meeting, as without it, the meeting may not have gone as it did. The following was discussed at the staff meeting.
o Personnel policy –
§ Earned time - Currently, employees earn time from their date of hire, whereas in the past earned time started at the first of the year. This can be difficult for those employees whose date of hire is later in the year, they cannot take their time until it is earned, and for some employees the end of the year is not the best time of year to take time off. This will have to be revisited and possibly changed back to the original way of earning time.
§ Lunch break – Some employees are paid for lunches while others are not was discussed. Policy changes reflect that after 5 hours of work, in accordance with the Department of Labor, all employees are entitled to ½ hour of unpaid time. They do not have to take this time. If they choose to not take the time, documentation indicating they are not using their ½ hour must be signed. If they do take the time, it is the employee’s time to use how they choose and must be documented on their time card.
§ Drug testing – Random drug testing for all employees was discussed. Though it is not budgeted in 2010, this is currently written into the personnel policy. Further discussion followed at the staff meeting regarding, the current town policy which in the event of a motor vehicle accident with a town vehicle, there is a mandatory drug/alcohol test which must be performed. DOTCOM is to be contacted immediately and the employee driving the vehicle must be tested. All employees indicated they understood this.
§ Accurately logging time was discussed.
§ Holiday Pay – Lengthy discussion about employees who are scheduled to work on a holiday took place at the staff meeting. Officer Woods was present, he indicated that in Hancock, if they work a holiday, they get paid time and ½ and are also paid for the holiday. Davidson reported she has copies of Hancock, Francestown, Lyndeborough & Bennington personnel policies, all of these towns personnel polices reflect if an employee works a holiday they are paid the holiday pay and straight time, not time and 1/2. The fact that an employee is working a holiday does not automatically reflect overtime pay. Though, all these towns policies state that working the
holiday, may in some cases, create overtime with prior approval from the Department Head. Davidson also pointed out that in Bennington, in accordance with the Department of Labor, their police officers are paid overtime after 43 hours, not after 40 as in Greenfield.
o Accounts Payable –
§ Invoices being signed and submitted to the accounting clerk on a timely basis was discussed. Department Heads seemed to understand the importance of this.
o Purchase Orders –
§ The policy discussing the requirement for purchase orders was also discussed. This is also a town policy and must be followed. This allows the central office, and the Selectboard to make accurate expenditure projections for the future.
6:30 – Terra Fletcher & Dan Legnard – Farmers Market – Ms. Fletcher introduced herself, as did Mr. Legnard. They are from Cloverly Farm located on Blanchard Hill Rd. They have established a new business with a hope to bring whole food to the community of Greenfield. They would like to go forward and establish a farmers market in Greenfield. Mr. Legnard thought originally they would join an already established farmers market, however after researching this, they would like to invest locally. They would like to bring this new and fresh idea forward and to cater to the local home gardener of Greenfield.
Ms. Fletcher spoke to a farmers market tends to be similar to a store, a little more formalized as to what they would like to create. They envision this as being something of a community project; it is also a great way to get to know your neighbors.
Selectwoman Day suggested they speak with the GIVers, who may be very supportive of this type of a program. As well as Kathy Carpenter who has been very interested in establishing a farmers market. Day provided information as to who and how to contact the various people.
Ms. Fletcher indicated they have had a lot of positive support from local residents who have heard of this project.
Location of this project was discussed. They would like to hold this at Oak Park on Tuesdays.
The time frame would be mid May – October.
Membership would vary – Fletcher & Legnard discussed their thoughts on this strategy.
Marketing strategies were also discussed.
Davidson will e-mail Mr. Legnard and Ms. Fletcher the Oak Park schedule, a contract for Oak Park and the Mountaineer schedule.
Selectmen indicated they support this idea and thanked both, Ms. Fletcher & Mr. Legnard for attending the meeting.
7:00 – WW Public Hearing Motion by Chairman Adams to call the Annual Waste Water Public Hearing to order. Seconded by Day.
7:30 Motion by Chairman Adams to adjourn the Waste Water Public Hearing. Seconded by Day. No further discussion.
Decision: To authorize Delay’s Harvester Market, further identified as Map V3-Lot 3 to no longer remain hooked into the waste water system.
7:30 – Recycling Center Supervisor, Matt Blanchard – Selectmen invited Mr. Blanchard to the meeting in an effort to follow through with their decision to allow Mr. Blanchard to give them an update of the Recycle Center.
Mr. Blanchard reported he has been working on the maintenance list; all items on the list are almost complete. Discussion followed about adding an extended seat to the current lifeguard stand. After a brief discussion it was decided by both Adams & Day this task does not need to be completed.
Blanchard provided the Board with a year to date update of recyclables. On Earth Day 1.16 tons of recyclables went through the recycle center. To date the Town as a whole has recycled 10.27 tons of metal, 2 tons of aluminum cans, 10 tons of plastic, 32.4 tons of paper, 21.41 tons of cardboard, 2.25 tons of office paper and 21.75 tons of glass. Though we did have to pay to dispose of the glass, it is still being recycled. Discussion of alternative uses and options for the Board discussed glass.
Blanchard stated that he budgeted four dumpsters at $500.00 each, however the 21.75 tons of glass did cost $700.00 to have it removed. Mr. Blanchard discussed he is working with Bennington Road Agent, Gary Russell who may take the glass to fill a sand pit they are reclaiming.
Recyclable totals to date for 2010 is 89.53 tons; 113,145 tons of trash has been disposed of. The overall rate for the Town of Greenfield has increased from 18% of the community recycling to 44.1%.
Hazardous waste – Blanchard spoke to Keene today, residents will be able to go to Keene with their hazardous waste. The dates are every Saturday until September and the 3rd Wednesday of each month. The dates for hazardous waste disposal are April 1st through September 30th. Administrative Assistant will make a flyer for Mr. Blanchard to distribute and also to have available at the Recycle Center, Post Office, Library, Delays and Town Offices.
Blanchard discussed with Chairman Adams about not using the recycle center during off hours. Adams explained he did this for the Fireman’s Muster and will also do it for the Blue B Que on August 28th. Adams did say he appreciates Blanchard discussing this with him.
Discussion followed regarding the fees and if they are covering the costs of the tips. Blanchard indicated it seems to be pretty good.
Selectmen thanked Mr. Blanchard for the update of the Recycling Center.
Selectmen’s Approval:
July 27, 2010 Selectmen’s Meeting Minutes
Close of escrow account for Tenant in Apt. #4, Slip Road
Land Use Change Tax – R9-43-12; R9-43-5;
CU Application - R5-12-1;
Sign Documents for Approval:
A/P invoices
A/P checks
P/R
Old Business:
RFPs – Upgrade to heating system – This RFP has been put out to bid. The bid will be opened and awarded at the September 9, 2010 Selectmen’s Meeting at 6:30 PM.
CMRC Lease – A draft lease proposal will be sent to Mr. Terrian for review.
Mountaineers – Selectmen would like to postpone a meeting until the end of football season.
New business:
Misc. mail was reviewed
Request for Payment – Selectmen approved returning 3 weeks of rent for the month of August to the tenant in Apartment #4, Slip Road who is leaving August 7, 2010. He has paid his months rent and has been a stellar tenant.
Sealing Parking Lot – Per DPW Supervisor, Kevin McDonald, Davidson reported McDonald has received one bid for $1,400.00 for sealing the parking lots, $500 for striping, $350.00 to paint the crosswalks. There was only one price obtained, no purchase order to date. Davidson indicated the sealing and Sullivan Brothers did striping in 2007, the price was $1200.00. Selectmen approved the project, however they do want Davidson to inform McDonald that three prices need to be obtained per Town policy.
Oak Park – Adams reported that the water heater at Oak Park is on the fritz. This was discovered over the weekend at the Fireman’s Muster. Adams indicated a new gas valve for the water heater was needed; it has been ordered and will be installed as soon as it arrives.
Fire Auxiliary Invoice – Selectmen discussed an invoice submitted by the Fireman’s Auxiliary for meals, which were for the firemen the days of the 2010 fires. Selectmen Adams & Day discussed this and believe this is what the Fireman’s Auxiliary is for, they do not approve this payment. Selectmen instructed Davidson to talk to Chief White about this invoice.
Assessing – Selectmen reviewed a letter from Avitar Assessing Services, Mark Stetson regarding Robert Plourde’s request for readjustment to his assessment. Selectmen concur with Avitar in that the building holds value and the assessment is to remain as is currently assessed. A letter from the Selectmen will be sent to Mr. Plourde.
Adjournment: With no further business, the Selectmen’s Meeting adjourned at 8:45 pm. The next scheduled Selectmen’s Meeting will be held on Thursday, August 19, 2010 at 6:00 pm.
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