Town of Greenfield
Selectmen’s Meeting Minutes
Thursday – October 14, 2010 – 6:00 pm
Present: Chairman, Jarvis Adams; Selectwoman, Karen Day; Selectman, Aaron Kullgren
Minutes: Debra Davidson, A.A.
Call to order: Chairman Adams called the meeting to order at 6:00 pm.
Appointments:
6:00 – Peter Hopkins – Code Officer –
Mr. Hopkins suggested changing the fee structure for code fees. Hopkins proposed all fees for electrical, building & septic be a flat $50.00 fee; a renewal process fee of 50% of the initial cost with a minimum of $50.00. Selectmen will take this suggestion under advisement.
Mr. Hopkins further discussed that on Friday October 15th is the deadline he allowed for the residents he has been trying to get to comply with code regulations to come into compliance. He has evidence they have received their registered letter, he has not heard anything from the residents. Hopkins requests permission from the Selectboard to meet with Town Counsel to discuss this matter and how to proceed. Selectmen approved this request. Hopkins has asked DPW Supervisor, Kevin McDonald & Chief of Police, Brian Giammarino for a letter expressing their opinion on the driveway and their opinion regarding the safety of the location of this driveway.
Hopkins will contact Attorney Serge and set up a time to discuss this matter further.
Adams asked about another property in town that should be torn down. Hopkins stated he would send a letter to the property owners. Day agreed with Adams this should be addressed.
Hopkins stated there are also a few other properties that need to have code matters enforced, and further stated he intends to take the appropriate action.
6:15 – Tim Iwanowicz – Safety Plan -
Mr. Iwanowicz was presented the Elementary School safety plan and asked that the town keep one on file. A plan will be provided to the Fire, Police and Emergency Management Director.
Mr. Iwanowicz asked for permission to utilize the Meeting House as an off site evacuation location. Selectmen approved this request; Mr. Iwanowicz was provided a key to the Meeting House.
Mr. Iwanowicz discussed that Mr. Gregg Champlin, of the State of NH Emergency Management, has met with ConVal and is going to facilitate the emergency plans for the district. Mr. Champlin wants to work closely with John Gryval the local Emergency Management Director, to assure that in the event of emergency everyone knows how to react appropriately.
Selectmen thanked Mr. Iwanowicz for this presentation.
6:50 – Kimberly Asbury – Drama Class – Ms. Asbury introduced herself and provided a brief history of both her and her husband’s backgrounds. They would like to offer a Greenfield actor’s workshop for children ages 6-12 and a pre adult for teens and young adults. They would like the children to work on a 20 minute long play which takes 3 weeks to produce. They have recently done this at the Well School and it was very successful.
Ms. Asbury inquired if this could it be run through Greenfield Recreation with 10% of the proceeds being the Town’s revenue, as is with ballet.
They would like to offer this program on Tuesday and Thursday evenings, and Saturday afternoons. This would be a year round program. She would like to get started with a 3-week session to see what the interest is.
Kullgren suggested collaboration between recreation & PTO to get the word out to the children.
Whereas this is a Town of Greenfield program the insurance would fall under the guise of the town insurance.
It is intended to start the program in January/February.
Selectmen were supportive of this program and thanked Ms. Asbury for her enthusiasm for this program as well as, presenting it to the Board.
7:00 - Maurice Belmore, Patricia Donovan –
Previous liens were discussed. Mr. Belmore provided a receipt of payment for $20,000.00.
Selectman Kullgren reviewed this and compared it to the historical breakdown. Kullgren explained how the $20,000 was credited.
Discussed Mr. Belmore’s sister, Joan has recently sent a letter discussing his tax situation, discussion of the possibility of a forbearance agreement followed.
Selectmen will write a letter to Joan Belmore expressing agreement enter into a forbearance agreement, while further explaining the situation.
Mr. Belmore & Ms. Donovan will meet with Tax Collector, Kathy Valliere to let her know that they are trying to work on resolving this problem.
Ms. Donovan discussed up until 1994 when Mr. Belmore had his aneurysm, both Adele & Maurice were named on the bills. Adele’s name was removed in 1994; Mr. Belmore does not believe there has been a deed to remove the name.
Adams asked if this was relevant to the tax issue.
Ms. Donovan said it was not.
Adams stated that this would be researched, as there may be an explanation.
Selectmen thanked Ms. Donovan & Mr. Belmore for their time. The Board encouraged them to meet with the Tax Collector as soon as possible.
7:30 - John Hopkins – Mr. Hopkins discussed using funds due to/due from the Recreation Revolving Account for the overage of the recreation budget, this would help to keep tax dollars down. Selectmen agree with this recommendation.
Hopkins asked who was installing the siding on the Oak Park storage building – Selectmen indicated the highway crew was.
Hopkins presented a purchase order to the Selectboard for the purchase of a new net for the tennis court.
7:30 – DPW Supervisor, Kevin McDonald –
Mr. McDonald presented his proposed budget with notations of changes. Discussed his plans for 2011 and what options are needed to make the road improvements he would like to do, properly completed. Discussed options for possibly bonding roads.
Administrative Assistant was asked to investigate if the Town is yet in a position to bond.
Selectwoman Day discussed she would like to have a total cost to see what the actual costs would be.
Mr. McDonald indicated he would like to start with Mountain Road. McDonald indicated he would discuss this again with Brox and see if he can get an exact number on the hot topping, pricing for the roadbed will be difficult, as he doesn’t know where the ledge is. Discussion followed as to which areas need more attention than others and what options are available.
Bids have been received for East Road. It will be approximately $50,000 to shim East Road and can be done by year-end. It is McDonalds plan to move forward and as a secondary treatment in 2011 he intends to chip seal East Road.
Selectman Kullgren asked for a guesstimated price for reconstruction of Mountain. Road – McDonald stated somewhere near $350,000.
Lengthy discussion of what options are to move forward with road repairs, employees, future of the DPW and the roads of the Town of Greenfield.
McDonald stated that he is trying to work in the most efficient manner he can, reducing budgets and using the employees in the most cost effective manner as possible. He doesn’t believe in spending the budget just because there is money is an efficient use of dollars.
McDonald believes for the highway to be most efficient there should be the following positions - 3 full-time, 1 Management, 1-24 hour/week part-time person
Discussion of saving 5% on budgets followed.
McDonald asked for clarification of FEMA funds & unanticipated funds - Adams and Day believe that the intent of the FEMA funds is for the mediation of the roads and future mitigation.
FEMA funds will be used to purchase a generator & a bucket truck. The funds from unanticipated funds will be used for upgrades for the town.
McDonald stated he wanted the minutes to reflect that any documents he signs must be original documents. He does not want copied signatures on any documents. Three weeks ago, minutes reflected he was presented with a document that had a photocopied signature and he would not accept a photocopied signature in the future. This will be noted for future reference.
Discussed the two engineering prices and which company to go with. McDonald will make a decision and move forward on the Slip Road project.
The Department of Environmental Service denied the Swamp Road project. McDonald was informed that the original notices were returned and the project just came to a stand still, therefore the project needs to be totally re-done. It will be considered a Tier III project and the project will need to be completely re-engineered and re-permitted.
Selectboard approved the purchase of a generator, bucket truck and electrical work for the generator with out the need for a purchase order.
In anticipation of utilizing the “unanticipated funds” any funds used must have a purchase order.
Administrative Assistant was asked to review the total dollar vs. hours for General Government Buildings, Recycling & Parks & Recreation and determine what is the real manpower cost to operate.
9:00 – In accordance with RSA 91A:3 II ( c) – Reputation Chairman Adams motioned to enter into a non-public session. Seconded by Day & Kullgren. Voted 3-0
9:20 Chairman Adams motioned to enter out of the non-public session. Seconded by Day & Kullgren. No further discussion. Voted 3-0.
Decision: Selectmen will make a public decision at their October 21, 2010 Selectboard meeting.
9:30 – In accordance with RSA 91A:3 II (a) – Personell Chairman Adams motioned to enter into a non-public session. Seconded by Day & Kullgren. Voted 3-0
10:00 Chairman Adams motioned to enter out of the non-public session. Seconded by Day & Kullgren. No further discussion. Voted 3-0.
Decision: No decisions were made.
Update by AA:
o Allison Cook – Selectmen were in agreement to accept the offer of $25.00 / week. Payments must begin on or before November 1 or it will be taken back to court.
o Meeting House – Adams discussed the shutters are in need of repair; this was not part of the painting project. Selectmen were in agreement that they would remain off the building until repaired. DPW Supervisor, Kevin McDonald will determine whom can best do the needed repairs and follow through with the completion. Mr. Codman has requested a ¼ payment for the painting job, due to weather he needed to rent the lift for additional time. Selectmen approved this request.
o Historic Registry Plaque – Selectmen chose not to purchase a plaque at this time.
o Patient Protection & Affordable Care Act – Employee Summary Plan Description – Selectmen would like further information before making a decision.
o Crosswalks & Striping - McDonald will go forward with this project.
o Carl Webber – Date: November 4, 2010 at 6:30 pm, if Mr. Webber is available that evening to go over part two of the goals and vision for the community.
o HSR – It was explained the Selectboard elected to fund 1/3 of the deductibles upfront for employee health insurance major medical deductibles. This $250.00 is for that upfront funding, if the funding gets to $100.00 based on employees utilizing deductibles then an e-mail would be sent out requesting more funding. The $250.00 will be divided among the departments.
o Friday – Administrative Assistant requested permission to excuse the office staff while Keating Plumbing & Heating works in our offices. Selectmen approved this request. Mrs. Shaw will be paid for the day.
Selectmen’s Approval:
October 7, 2010 Selectmen’s Meeting Minutes as written.
Sign Documents for Approval:
A/P Invoices
A/P Checks
P/R Checks
RFP – Discussion followed on the payment request for Mark Hutchins Services. This will be reimbursed by the Cell Tower Company. Selectman Adams will discuss this with the Planning Board.
Other Matters:
Misc. mail review was reviewed
Personnel Policy Updates – BOS signature – This will remain tabled until Selectboard review and approve the updated policies.
Adjournment: With no further business, the Selecboard meeting adjourned at 10:24 pm. The next scheduled meeting will be Thursday, October 21, 2010 at 6:00 pm.
| 
