Town of Greenfield
Selectmen’s Meeting Minutes
Thursday – August 19, 2010 – 6:00 pm
Present: Chairman, Jarvis Adams, IV; Selectwoman, Karen Day; Selectman, Aaron Kullgren
Minutes: Debra Davidson, A.A.
Call to order: Adams called the meeting to order at 6:00
Appointments:
6:00 – Weekly update from the Administrative Assistant –
o Time Cards - Davidson stated that the following employees need to submit time cards when they request their payroll payments; Karen Day for the Spirit, Pat LaPree for Welfare & Peter Hopkins for Code Enforcement. In accordance with Department of Labor and Federal Labor Laws they do not qualify for salary, nor are they a sub-contract labor. Also, Davidson noted that after holding the staff meeting, only one or two employees filled out their time cards correctly. If they are not done properly by the next payroll cycle, Davidson requested permission to send out a memo showing an example of what is required, and reminding employees of this requirement. Selectmen support this request.
o Request for Proposals – Auditing Services will be mailed out in September. Groundskeeping will be completed before the budget cycle begins, and painting has a due date of September 9, to be awarded September 9.
o Slip/Forest Road Properties – Davidson updated the Board regarding the quiet title for these properties. Davidson has received an e-mail from Maureen Soraghan, the deed should be finalized by the end of the month.
o Personnel Policies – Personnel Policies will be updated by next Selectboard meeting, to be signed by the Selectboard, distributed with memos requesting all employees read, sign acknowledgement sheets and return to the central office no later than Friday, September 17th.
o Fuel Prices – Prices have been obtained from various sources, to remain with the Conval group the price was $2.669, Irving was $2.449, Allen & Mathewson agreed to match Irving at $2.449. Motion by Adams to remain with Allen & Mathewson and to further sign an agreement for a pre-paid price of $2.440/gallon. Seconded by Day. Voted 2-0, with Kullgren abstaining.
o Communication with Department Heads –Davidson had discussed with Kevin McDonald, DPW Supervisor that she had tried several times to touch base with him over the last week or two. Eventually, they were able to discuss the importance of notifying the central office when department heads are on vacation, or out of town for other reasons. If the central office staff knows where employees are, it can help to alleviate frustrations of residents & staff when employees cannot be contacted.
o Zumba – Davidson reported that the second session of Zumba has raised $550.00 to date; $220 town; $330 to the instructor.
o Mountaineers – Ted Jarest contacted Davidson and discussed the Monadnock Mountaineers’ offered to install permanent electricity to Oak Park. Currently, the MM utilizes a generator to run their temporary scoreboard. The annual cost for the generator is approximately $500.00. They would like to use electricity rather than the generator. The MM would incur the cost to install the pole. The cost to set this electrical panel and pole up is approximately $500.00. The line would run from the pole across the street at the State Park entrance, and would be connected to a pole located in the woods off the track. Conduit would go under the
track. It would be a permanent fixture for the town. The bill would be in the Monadnock Mountaineers name at this time, but would revert to the town if the MM discontinued use of the park. The only thing they would ask of from the town is that:
1. The Mountaineers have Selectboard permission to do this.
2. When setting the pole the Highway Department will work with them to dig & set the pole. Jarest will coordinate with DPW Supervisor, Kevin McDonald.
This would allow them to continue to use their temporary score board, alleviating the need for a generator which would reduce the noise.
The Selectmen discussed this matter. They would like Davidson to check with the Oak Park Committee.
Motion: Motion by Chairman Adams, pending an approval by the Oak Park Committee, to authorize the Monadnock Mountaineers to move forward with the project. Seconded by Day. A brief discussion followed, Day suggested the Mountaineers check with PSNH, Day believes they will assist in the setting of the pole. Voted: 3-0 in the affirmative.
6:30 – Mike Borden, Chris Borden & Gary Smith – Church Business – Borden presented a letter the Selectboard sent to the church which referenced the loss of the Church’s tax exempt status as a result of non-filing of the PA-9 form.
The PA-9 is a list of real property owned by the tax-exempt property owner. Borden said the forms have been filed. They were late but it was a mistake. Borden asked if the Selectboard would reconsider removing the loss of tax-exempt status. The Selectmen indicated that it was not the intention of the letter to remove the tax-exempt status, but to get the attention of the church. The Selectboard assured Borden that the exempt status would not be removed.
They also discussed the current use removal. The A-5 form was supposed to be filed to the property owner. Mr. Borden indicated the church did not receive their copy, they would like one. Davidson will look into this and get the A-5 to the church.
6:45 – Christine Ordzie – Candidate for State Representative – Mrs. Ordzie officially introduced herself. She explained she is running for one of the two open seats of NH House of Representative. Ordzie stated she believes this is a job she will do and do well; over the past year she has been sitting in the gallery, going to seminars, attending judiciary committee meetings and more. She stated she has learned a lot. Ordzie grew up in Hudson, married, currently lives in Greenfield, has a background in elementary education, is a child advocate and a mediator. She has worked for a number of years for CASA (Court Appointed Special Advocacy) for Children and is also a non-lawyer guardian ad litem. She has learned a lot about health and human services. The three primary
issues she intends to be concentrating on are:
o Small towns matter
o Fiscal responsibility
o Healthy/safe children
Ordzie stated she would like to hear from the Selectboard as to what they would like to see brought before Concord.
Selectman Kullgren said that he would like “to have the State Representatives tell the Governor to stop talking out of both sides of his mouth”. He would also like to get State Reps to make an oath to the Governor that cutting budgets and pushing the financial burden down to towns, to make programs more efficient. Change funding options and not to just cut and take from areas that are doing well. Small towns have to be innovative and yet the State doesn’t.
Adams asked who the other candidates running – Ordzie stated they were Arthur Stickney, Dave Danielson and Harold Hardwick. Both current reps are retiring, so there are two open seats.
7:00 – DPW Supervisor, Kevin McDonald – Slip Road Culvert; Simmons re: permission to cross Sunset Lake Road; Purchase Order clarification –“CAT: Artificial Division Prohibited - The Board of Selectmen shall determine whether a proposed purchase constitutes artificial division.”
o Slip Road Culvert – Adams asked McDonald where we stand with regards to replacing the culvert. McDonald said he was wondering if we could use some of the Road Reconstruction funds towards an engineer. McDonald further stated the Department of Environmental Services (DES) would make the Town do an engineer-designed project. McDonald explained this is considered a Tier 3 project, therefore it requires engineering design. He is asking for an in kind replacement, the DES wants assurance that the flow of water will not be changed up stream or down stream.
Adams stated the water table is lower than it has ever been, he would like to just change the culvert and replace it in kind. Adams believes this is a 28-A issue, and said lets just get it completed.
Discussion followed. Adams asked how can we get through another year with the culvert as bad as it is.
Day suggested letting the ConCom see what they can do. All Selectmen agreed this couldn’t hurt; Day will contact the DES and see what can be done.
McDonald stated if this is considered an emergency, then he has red flagged the project and it could make it more difficult to get permitting.
Action: McDonald will get 2-3 bids on this project. The Board told him to contact Duffy Fox to see if he has suggestions for an engineer.
The ConCom will contact the State.
o Sunset Lake Road – McDonald was provided a letter of approval from the Board of Selectmen for the Simmons to cross the road to install a septic system on the other side of the road from their camp, located on Sunset Lake Road. This project should not take even a day; they will notify McDonald when they intend to do the work.
o Purchase order - Clarification was needed if a purchase is going to go over the required amount does McDonald need to get a PO. Selectmen stated yes he does and the Chairman can sign off on it. Freight is not included in the requirement for a PO. Discussion followed. What constitutes an artificial division was discussed. The Board will review the Purchase Requisition Policy for clarity.
o Groundskeeping – Groundskeeping needs to go out to bid. Davidson asked McDonald if he was serious about having the highway crew do the groundskeeping in 2011. McDonald stated even purchasing the equipment, he can’t beat the current prices. Groundskeeping will be placed out to bid in September for the 2011 season.
o Oak Park – Selectmen updated McDonald as to the Mountaineers request to install an electrical line at Oak Park. McDonald was informed that Mr. Jarest would be contacting him for assistance with this project if approved by the Oak Park Committee.
o Contract – The LGC advised the Board of Selectmen that they need to have a signed contract with McDonald for McDonald to receive vehicle reimbursements. This was what was agreed to when McDonald was hired; to date there is no signed written contract. McDonald didn’t think he should be the one to write the contract. Davidson will get a contract written by the Selectmen’s Meeting on September 9th.
o Vacation – Day reminded McDonald he must let the Selectboard know, in writing, before he goes on vacation.
o Boom Truck – McDonald discussed the need to rent a boom truck for the flags, tree limbing, etc. He explained new laws no longer allow the highway staff to use the bucket the way they have in the past. McDonald stated he has located a boom truck on line for $5,000.00 +/-. McDonald stated he will have extra money in his budget due to the FEMA money. He asked Selectmen if he could he use this money to purchase a boom truck?
Adams asked if this doesn’t come through, are there extra funds. Selectmen want to see a printout on this vehicle, as well as a year to date budget before any decisions are made.
o Road Signs – McDonald indicated he wants to have a Public Hearing for the installation of road signs. McDonald will provide Davidson the list of roads to notice for this public hearing. McDonald did not give a date when he wanted to hold this public hearing.
7:30 – Fire Chief, Loren White –
o Greenfield Firefighters’ Association, Inc. (GFAI) Invoice – Adams stated he doesn’t recall ever seeing a bill such as this. White stated one could assume that, as this has never been in stone. White explained the Firefighter’s Association has not ever had in excess of $100.00 and with three back to back fires, there were no funds to provide meals for the firefighters. The Fireman’s Auxillary has $17,000.00, but not the Association.
o Purchase Orders - Purchase orders were discussed. White stated he would like to be involved with any changes that may take place within this policy.
o Fire Equipment – White reported he is going to Mont Vernon to look at, and possibly bid on a piece of equipment that has been retired. Adams stated he appreciates the consideration of this and everyone hopes White is successful.
o Waste Water Flushing - Adams brought up the possibility of the Greenfield Fire Department helping, Waste Water Operator Jim Cruthers, annually flush out the Waste Water System. White stated he thought it would be possible since there is no more than 100 psi needed. We would need to purchase of a two-inch stortz connector to make this possible, which can be purchased at New England Emergency Equipment (NEEE), located in Jaffrey. White indicated he would be more than happy to help with this project and has several others that will help also. Selectmen appreciated this support.
8:00 – Code Officer, Peter Hopkins -
o Parker – Hopkins reported he recently went to visit Mr. Parker at Gould Hill. The house is vacant and not yet ready for rough electrical inspection. Hopkins is 100% sure no one is living in the home. There are no appliances connected, and it is obvious there is construction work taking place. Hopkins suggested to Mr. Parker he look up his deed and review the covenants, but as far as the Town goes, Hopkins is confident Mr. Parker is taking appropriate actions.
o Kelly - Kathy Kelly has reached out to Hopkins and has an engineered drawing. This provides assurance the structure would handle snow and wind loads. It was suggested to her that metal roofing would be a good means of cover. She asked about installing a stick built on a foundation that is already on the property. Hopkins told her that could work. Mrs. Kelly understands the deed needs to get squared away before Hopkins can approve any type of permits for the property that Kelly has applied for.
o Vincent – Hopkins provided his response to an e-mail the Board of Selectmen received.
Hopkins has not personally heard from Mr. or Mrs. Vincent but has read the e-mail sent to the Selectmen. Hopkins has written a letter to Mr. & Mrs. Vincent, again encouraging them to contact the Zoning Board of Adjustment (ZBA) in an effort to take appropriate action to bring this project into compliance.
The Selectboard will send a letter to Mr. Vincent in response to his e-mail. They too, will encourage the Vincent’s to contact the ZBA.
8:20 – Dawn Twomola – Monadnock Survey – With regards to the Miner’s subdivision, Ms. Twomola spoke about the deed to the property. The parcel she is before the Board of Selectmen to discuss is located on Route 31, Map R7, Lot 36. A brief history, Leroy Miner sold the property to the Town for gravel purposes. Twomola is here because the property cannot be clearly identified. The deed is very precise. She explained the area delineated and how Monadnock Survey created the she is before the Board with. She is looking for Selectboard approval for the figures Monadnock Survey has come up with. The Selectmen would need to sign the plan to get it recorded. Monadnock Survey will mark the property and then walk it with the Selectboard at their convenience. They would
like to get this survey recorded, as it will help Mr. & Mrs. Miner get their estate in order. This survey is a big piece of the project.
On another note, Ms. Twomola talked about PSNH doing an audit, to see if replacing street lights would reduce municipal electric bills. This was done in Wilton and was very successful. Selectwoman Day stated that an audit has been done in Greenfield by the Greenfield Energy Committee but that the board might look at it again.
Selectmen’s Approval:
August 5, 2010 Selectmen’s Meeting Minutes were approved as written.
Sign Documents for Approval:
A/P Invoices
P/R Checks
Letter – Simmons re: permission to cross Sunset Lake Road for the purpose of upgrading their septic system.
Old Business:
Request for Proposal – the following projects will be placed out to bid
o Painting- RFP due 9/9/10 @ 6:30 pm
o Upgrade to heating system – 9/9/10 @ 6:30 PM bids to be awarded – In an effort to allow the company that is awarded the bid time to begin work prior to the heating season, the Selectmen will reschedule the opening and awarding of the bids to Wednesday, August 25, 2010 at 630 pm.
Motion - Motion by Adams to meet Wednesday, August 25, 2010 at 6:30 pm and award the heating project. A note will go to the paper to correct the date of the award. Seconded by Kullgren. Voted 3-0 in the affirmative.
o Auditing & Groundskeeping - Auditing & Groundskeeping to be noticed at a later date.
New business:
o Mail - Misc. mail was review
o Ballot – Davidson to verify with the Town Clerk she is all set with the sample ballot to be voted on at the September primary.
o Accident – Davidson reported that she spoke with Chief Giammarino who reported Corporal Roberge had an accident with cruiser #2. A complete report will be provided.
Adjournment: Motion to adjourn at 8:45 pm. The next meeting, will be a work session only, it is scheduled for Wednesday, August 25, 2010 at 6:30 pm at which time the Board will award the heating bid.
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