Town of Greenfield
Selectmen’s Meeting Minutes
Thursday – September 9, 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 to order at 6:30
Appointments:
6:00 – Administrative Assistant updated the Board of Selectmen of the following:
o Painting Bids – Selectmen opened the three painting bids that were received. The will be reviewed and addressed later in the meeting.
o Auditing Services – Awaiting Selectmen’s approval, this will be placed out to bid in September, to be awarded early October.
o Trees on Common – Davidson discussed her conversation with Jeremy Gagnon, indicating some of the maples on the common need to be removed. This should be considered for either fall or in the 2011 budget. Selectmen instructed Davidson to touch base with the Town Forester, Karla Allen and see how she thinks this should be addressed.
o Traffic Sign Public Hearing – Davidson has received no notification as to when this hearing will be.
o Welfare Position – The hourly rate for the welfare director position was discussed.
Motion: Motion by Day to pay the part-time welfare director $15.00/hour. Seconded by Adams & Kullgren. Voted 3-0 in the affirmative.
o Little League – Davidson reported she spoke with Chris Weeks about reimbursing him approximately $200.00 for field improvements for the Little League. Selectmen were supportive of this expenditure.
Motion: Motion by Kullgren to reimburse Christopher Weeks up to $200.00 for field improvements at Oak Park. The funds for reimbursement will be used out of the recreation revolving account. Seconded by Day & Adams. No discussion. Voted: 3-0 in the affirmative.
o Vehicle Stipend – Davidson discussed the vehicle stipend issued to the DPW Supervisor. Per IRS laws, if it is for “travel reimbursement” mileage must be attached for accountability, if it is a “vehicle stipend”, a 1099 should be issued at years end. Selectmen instructed Davidson to look into this further.
o DPW Supervisor – Davidson asked Selectmen if they could meet with the DPW Supervisor next week for 1 hour, possibly Monday and during the day? Discussion followed. No decision was made at this time.
o Joint Loss Management Committee – The JLMC needs a representative for the Parks & Recreation Department. Chairman White thought it would be good to have someone familiar with the parks. Selectmen discussed options for this; it was decided to allow the Administrative Assistant to be the representative for this position.
6:15 – Candidate for Jones State Representative, Robert Jones – Mr. Jones started by introducing himself and asking the Selectboard what concerns they have and would like to see addressed. Chairman Adams stated he would like to see the new Department of Environmental Service rules revisited. Adams gave an example that prior to the new rules, the Town of Greenfield was able to replace culverts in kind, now there are such strict environmental laws that it makes it very difficult. Adams discussed Goffstown and what they were faced with when dealing with a project they were going to do that was a cost of $150,000, now with new regulations the same project will cost $850,000.00. Adams believes this is a 28A, un-funded mandate. At the town level that is Adams biggest concern.
Mr. Jones discussed the retirement problem and what impact it could potentially have on the Town of Greenfield.
Jones further discussed the $600,000,000 deficit and that all revenue sources need to be reviewed. Property taxes cannot help this problem.
Unemployment was briefly discussed.
Energy Conservation was discussed; the Town of Greenfield does have an active Energy Committee, which is a benefit.
Culverts were discussed again.
Kullgren stated he would like to see a budget built from the bottom up, rather than just rolling over the budgets that are currently in place.
Mr. Jones believes this is a good project and thinks that periodically all budgets should be built from the bottom up.
6:30 - Paint Bids - Selectmen reviewed and discussed the three bids for the painting of the Meeting House & the Town Office Building.
o Rob Codman Painting & Wallcoverings – bid price $31,000.00, for both buildings. Selectmen would like Mr. Codman to provide a copy of his certificate of insurance and references before a final decision is made.
o West Rindge Builders - $ 33,810.00 for the Meeting House; $39,825.00 for the Town Office Building.
o Norman Mercier Painting - $ 126,300.00 for both buildings.
West Rindge Builders, Owner Bill Harper was present and answered several questions regarding power washing, lead paint laws, and more. Mr. Harper discussed having the paint tested and sent to a lab. It was suggested an approximate price for this testing would be $100.00 for testing ½ dozen samples.
It was discussed if WRB was awarded the bid, they would replace any clapboards with cedar.
Protecting his workmen is #1 priority for Mr. Harper.
Harper further stated he would be happy to test the building if they would like.
Discussion followed about options; no definite decision was made at this time.
Motion: Motion by Selectman Kullgren, pending insurance and references per the request for proposal, to contract the services of Rob Codman Painting & Wallcoverings for the painting of the Greenfield Meeting House and the Town Office Building. Seconded by Day & Adams. It was discussed a final decision will be made on Thursday, September 14, 2010. No further discussion. Voted 3-0 in the affirmative. Adams will contact Mr. Codman.
6:45 – Planning Board Rep., Robert Marshall – Capital Improvement Plan (CIP) for the Parks & Recreation was discussed. As an alternate on the Planning Board Mr. Marshall is responsible for updating the Library and Parks & Recreation CIP. Marshall is looking at a CIP for the next decade and would like to reach out for the directive of the board in an effort to proceed.
Adams discussed his thoughts on the luxury of recreational ideas.
Selectman Kullgren discussed the possibility of asking the Recreation Committee to become involved. No decision was made at this time.
Lawns, buildings, and the future were discussed.
Selectman Kullgren recommended discussing this with the Oak Park Committee, all present agreed with this thought. Administrative Assistant was instructed to reach out to John Hopkins and/or Dave Corliss to discuss CIP vision for Oak Park.
7:00 – Candidate for State Representative – Bart Hardwick & Dan Donovan – Mr. Hardwick introduced himself and discussed his history briefly. He stated he feels changes are needed and believes he would do a good job. He further commented he wants to know what he can do to help towns and he wants to be pro-active.
Mr. Donovan introduced himself. He has been in the healthcare insurance field for many years and is very concerned with the problems around the people who are young and need catastrophic care. He further discussed his thoughts on these types of problems and how the healthcare system currently handles them.
Selectman Kullgren stated he supported the card Mr. Hardwick provided the Selectboard. Kullgren further stated he would like to see all the items on the card accomplished, as well as the budgetary problems resolved. Kullgren would like to see the budget analyzed and start from the bottom and build upwards.
Adams stated his concerns are with the DES, discussions followed as to the hardships placed on communities as a result of the more recent laws.
7:45 – GCCC Rep., Michael Sparling – Oak Park Clean-up Day – Mr. Sparling has organized a Community Service Day to be held on October 10, 2010. He would like to do some clean up at Oak Park. A brief list of what he would like to do is clean up the gardens, clean around the Gazebo area, trim some trees and clean up around the tennis courts.
Selectwoman Day suggested they talk to the GIVers. Sparling stated they intended to do that, but would like to have the Selectboard approval to do this cleanup.
Kullgren asked if the telephone poles in the parking lot of Oak Park, which identifies the parking area, could be removed and disposed of properly. Sparling indicated he didn’t see why not.
Day would like to see the evergreens around the Gazebo could be removed and blueberry bushes be planted in the spring.
Siding the storage building at Oak Park was discussed. Administrative Assistant will check with the DPW Supervisor to see if he is going to be prepared to have the correctional workers complete this task or can this clean up committee do it on October 10th.
8:00 – Katherine Heck – Mrs. Heck had an emergency and was unable to attend the meeting. She asked that Davidson do the presentation from the Playground Committee. Members of the Playground Committee present were, Agneta Brown and John Hopkins.
Playground Committee Report – Administrative Assistant reported the findings of the committee. The challenge of the Selectboard to raise $4,000.00 and the Selectboard would match the funds, was met by the Playground Committee. The Playground Committee has raised $4,900.00. They are seeking the approval from the Selectboard to spend $3,500.00 of funds from the Recreation Revolving Account.
Additional funds are in the form of a gift from the GIVers of $3,500.00 and $3,500.00 from the Playground Committee. The Fundraiser funds is in the Oak Park Fund.
Hopkins stated the net at the tennis court needs to be replaced and cracks in the court need to be repaired. They will do this as well this fall.
Hopkins stated that based on his understanding of the PRIMEX report repairs should not be done and the slide & see saw should be replaced. The playground committee intends to purchase additional chips and will also have them spread out.
Kullgren suggested that they do three separate votes.
Motion: Selectman Kullgren motioned to accept the generous gift from the GIVers of $3,500.00 for the purpose of purchasing new playground equipment to be installed at Oak Park Fairgrounds.
Seconded by Adams & Day. No discussion. Voted: 3-0 in the affirmative.
Motion: Selectman Kullgren motioned to utilize $3,500.00 from the Recreation Revolving Fund for the purpose of purchasing playground equipment to be installed at Oak Park Fairgrounds.
Seconded by Adams & Day. No discussion. Voted: 3-0 in the affirmative.
Motion: Selectman Kullgren motioned to authorize the transfer of $3,500.00 from the Oak Park Fund for the purpose of purchasing and installing playground equipment at Oak Park Fairgrounds.
Seconded by Day. No discussion. Voted: 3-0 in the affirmative.
Davidson was instructed to inform the Playground Committee that they may go forward with the purchase of the equipment.
Kullgren mentioned to John Hopkins that Mr. Marshall would be in touch with the Oak Park Committee for a CIP vision. This was mentioned in an effort to have the Oak Park Committee thinking about the future for the Fairgrounds.
8:15 – DPW Supervisor, Kevin McDonald – Mr. McDonald wasn’t on the agenda. McDonald wanted to discuss the purchase order policy. Adams stated we had been discussed at the last Selectboard meeting and there was no need to revisit the matter.
Slip Road Culverts – McDonald submitted two proposals for the culvert replacement. He is waiting for a third proposal. McDonald discussed the two proposals he has received.
Purchase Orders – McDonald had two purchase orders for the Selectboard to approve. The office copy was not provided at this time. No further info on these purchase orders.
Scrap Metal – McDonald informed the Board he cleaned up the scrap around the DPW yard. He had three checks, totaling $3,700.00 from Advanced Recycling. McDonald indicated he spoke with an attorney at LGC, who indicated he could use the funds as unanticipated revenue for the highway department. McDonald requested the funds be put into the highway budget and not into the general fund. He would like to use the money for improvements in the highway department.
Discussion of how the bookkeeping has to be entered followed. Selectmen clarified that the Selectmen can authorize the expenditure of these funds.
Davidson asked McDonald to clarify how there can be excess money from FEMA; it was her understanding that you were reimbursed for what you actually spent during the emergency.
McDonald explained there are different classes of grant funding. Based on what he has applied for, they encourage you to keep any excess funding if the emergency expenses were less than $64,000.00. McDonald indicated he would like to use the excess funds for improvements for the Highway Department.
Kullgren stated he would like to review the budget and see the revenues / expenses before he makes a decision.
Selectmen will meet on Thursday, September 16, 2010 at 6:00 pm to make a decision on the expenditure for the bucket truck Kevin has found.
Resident, Greg Austin asked about using the excess FEMA funds for the repairs of culverts and drainage issues on Gould Hill.
McDonald discussed his understanding on this matter is the excess FEMA funds can only be used for mitigation if the road is in jeopardy of washout or other serious damage.
Selectmen were asked about the vertical take off/landing port issue on Gould Hill.
9:00 – Greenfield Tax Collector, Kathy Valliere – The current tax-deeding list was presented the Board with discussions about the properties that Ms. Valliere is intending to deed.
Valliere explained some of these properties go back to 2005. Valliere went on to explain the various properties and various situations.
Exceptions to the deeding process:
Knisley - Sending a deed letter to property owner and her attorney. This property was a Sheriff Deed and is being taken care of. This property will most likely be deeded to the Town.
Belmore – Valliere is not positive the property owner has received the certified mail. Valliere has discussed this with the Police Chief, and was unable to get him to agree to deliver documentation, as it is a tax matter, not a police matter. Selectmen will discuss this with the Police Chief to have the police department deliver the next documentation to Mr. Belmore personally for assurance he is aware of the potential for deeding.
Buxton – The entire file needs to be reviewed. There are complications due to deaths, probate court and other matters. Valliere and Davidson will go through it and if it hasn’t already been done, present it to the ConCom to see if they want it for Town property.
Flynn – Taxes have not been paid, as the Flynn estate does not believe they own the property. Davidson was instructed to have the Assessor go over the file and to visit the property before it is deeded.
Valliere discussed the remaining properties. Majority will be deeded. Robertson property will not be deeded, Mr. Robertson is in the middle of doing a conservation easement and when it is completed intends to pay his taxes.
Selectmen asked Valliere when she thought the tax rate would be set. She indicated depending on ConVal; she would like to see it set as soon as possible. Selectmen thanked Valliere for her report.
9:30 – Mr. Austin asked Selectmen if the public could express input at this time. Mr. Austin discussed the letter the Selectboard received from Local Government Center regarding the proposed vertical take off warrant article to be voted on September 14, 2010.
It was discussed that there is a perception the codes are not being enforced. Where does the Selectboard go from here? Adams stated after next Tuesday this could be a moot point.
9:45 – In accordance with RSA 91:A (personnel) Chairman Adams motioned to enter into a non-public session. Seconded by Day & Kullgren.
9:55 – Motion by Adams to enter out of the non-public session. Seconded by Day & Kullgren. No discussion, No decision.
Selectmen’s Approval:
September 1, 2010 Selectmen’s Meeting Minutes were approved as written.
Sign Documents for Approval:
Selectmen signed the following:
A/P Invoices
A/P Checks
Vehicle Reimbursement Agreement – Selectmen instructed the Administrative Assistant to find out more information on this before signing the agreement.
Crotched Mountain Raffle
Intent to Cut – R8-4
Vacation Requests – Shaw requested September 17, 2010, this was approved; Davidson requested October 27-November 1, 2010 these dates were approved.
Other Matters:
Misc. mail was reviewed
Adjournment: With no further business the meeting adjourned at 10:00 pm. The next Selectmen’s Meeting is scheduled for Thursday, September 16, 2010 at 6:00 pm.
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