Town of Greenfield
Selectmen’s Meeting Minutes
Thursday – October 21, 2010 – 6:00 pm
Present: Chairman, Jarvis Adams, IV; Selectwoman, Karen Day; Selectman, Aaron Kullgren
Minutes: Administrative Assistant, Debra Davidson
Call to order: Chairman Adams called the meeting to order at 6:00 pm.
Appointments:
AA Weekly Update:
o Bulk Mailing Stamp – The Greenfield Historical Society has requested permission to use the Town of Greenfield bulk-mailing stamp in an effort to get a bulk mailing out to residents for an upcoming fundraiser. Discussion followed. Selectmen instructed the Administrative Assistant to check with the Local Government Center to see about the legalities of this. If there is no problem legally with this procedure, Selectmen will approve this request.
o Slip/Forest Road Properties – NEM Holdings is scheduled to be here at 8:30 on Monday, October 25, 2010 to do measuring of 4 Slip Road/Forest Road properties.
o Painting Project – Chairman Adams discussed that Mr. Codman is in a position that he didn’t include the fire escapes in his bid. Whereas he did not paint the steeple but had to rent the boom for extra time due to weather he has requested advice how to proceed. Adams stated he has spoken to Mr. Codman who will include the fire escapes for no extra costs. The shutters need to be stored until they can be repaired. Discussion followed, they will be stored at the Meeting House, behind the stage in the custodial location.
o Steeple repair was discussed. This will be put out to bid as soon as possible.
o Bonding – Administrative Assistant reminded Selectmen that in March of 2010, Treasurer Katherine Heck came before the Selectboard with a presentation regarding our bond status. Currently the Town of Greenfield is an A+ status. Significant paperwork must be completed if the Town chooses to participate in the June 2011 bond sales. This is all contingent upon the voters approving bonding the roads. Considerations to keep in mind for the procedure are costs associated with bonding even if it is voted down. All paperwork must be in place prior to Town Meeting to be provided to bond counsel no later than April 15, 2011. This is a
requirement that would allow us to participate in the June 2011 bond sale. Engineering costs, actual prices to complete the work, bond counsel etc. must be gathered and concrete before we hold the bond hearing. Other considerations how long will the roads last, if bonded for 20 years (in an effort to keep taxes to a minimum) will the roads last 20 years, a 5 year bond will have a larger impact on the taxpayers in this economic time, can it wait and band aid for another year or two?
Administrative Assistant will look into the following:
o What are other options to pay for a project of this magnitude, do we have to have the engineer/ architect etc., what will the associated cost for bond counsel be.
o Belmore name change – R4-42 – After researching Mr. Belmore’s question about the name change for the property identified as R4-42, the following information was discovered. In 1990 the property was changed to Maurice Belmore, when there was a town wide re-evaluation in 2001 it was changed back to Adele Gagnon & Maurice Belmore. When they did the lot survey, in the spring of 2002 it changed, two lots were created, one in the name of Maurice Belmore and one in Adele Gagnon. The deed did not come before the town until September 2002. Administrative Assistant stated that she believes the mix up was when the survey was done, the
assessors picked up the survey, split the lot into two tracks of land and the survey shows only one name on each lot, as do the property cards. A letter will be sent to Mr. Belmore explaining this.
o Storage Area – Administrative Assistant discussed the clutter and disorganization of the storage area at the Town Office Building. Selectmen approved a memo be sent to all departments indicating this must be addressed as soon as possible.
o Road Sign Hearing – No date has been set yet.
o Tax Rate – Administrative Assistant informed the Board the tax rate will be set on Wednesday at 10:30 am
o Recycle Center – Effective immediately there is a part-time position at the recycle center. The position will be advertised locally for the next two weeks.
6:00 – Planning Board Chair, Gil Morris – Mr. Morris was present and informed The Selectboard that the Planning Board is discussing hiring Mark Hutchins to review the Town of Greenfield current ordinance for comment. Mr. Morris has asked for a cost estimate from Mr. Hutchins. Mark Hutchins is a Radio Frequency Consultant (RFC) and is well versed in this area.
The Planning Board would also like to hire a Radio Frequency Consultant to review appropriate locations for cell towers to be located within the Town of Greenfield and to further consider the possibility of zoning the town accordingly.
Morris explained this would be a benefit to the Town to know where the best locations are. Morris commented there are currently up to 6 carriers who could potentially approach Greenfield for towers.
Lengthy discussion followed.
As a point of interest to the Selectboard Mr. Morris discussed he has met with Mr. Shumway, of Crotched Mountain, to discuss establishing Industrial Zoning for their facility.
Decision: To grant Planning Board Chair, Gil Morris permission to pursue obtaining appropriate quotes for a Radio Frequency Consultant and to further authorize him to pursue quotes for consultants for advice as to where the best location for cell towers would be in Greenfield.
6:15 – Scott Douglass – At Selectmen’s request Mr. Douglass was here to discuss his request to teach a martial arts program for children. Selectmen stated they are supportive of the program and would like to see him succeed and move forward.
Mr. Douglass discussed he has some personal matters he needs to address and he would like to postpone this program until spring.
Selectmen are supportive of Mr. Douglass’ program and look forward to the program becoming successful in the spring.
6:30 – Nancy Brooks – Forbearance Agreement – Mrs. Brooks asked for Selectmen to help her with her interest that she can’t seem to get caught up with on her taxes.
Chairman Adams explained the Selectboard does not have statutory right to abate interest and she should meet with the Tax Collector, Kathleen Valliere to establish a forbearance agreement.
6:45 – Open Bids –
o Auditing Services - One bid was submitted, Roberts, Greene & Drolet with costs of $13,400 for 2011; $13, 963 for 2012; $14,424 for 2013. Motion by Selectman Kullgren to accept the bid from Roberts, Greene & Drolet as presented. Seconded by Day. Voted 3-0 in the affirmative to affirmative to award the bid to Roberts, Greene & Drolet.
o Groundskeeping bids – Four bids were submitted, TJ (Terry Jarest) with a cost of $17,913.00; Dubs Shrubs $23,960.00; Gagnon Landscapes $21,170.00; Peterborough Landscape $13,425.00.
Decision: To table their decision at this time and to review the bids more closely.
7:15 – DPW Supervisor, Kevin McDonald –
o Paving/Shimming - McDonald presented prices on road pavement for East Road $50,375.00; Gould Hill Road/Longwood Drive for pavement/shimming of $31,000.00 – Roughly $81,000.00 to complete these roads. Discussion if possible McDonald would also like to do Slip Road/Cornwell Rd.
Decision: To allow Kevin to move forward in the manner he deems appropriate.
o Mountain Road - McDonald stated he has two different prices for Mountain Road, one price is the cost of tack coat; shimming, overlay with 1 ¼” of hot top the cost is $207,812.00.
2nd option would entail not doing complete road reclamation. Leaving the road in tack, gravel over the current road and elevate it one foot, adding 2 ½” coarse of hot top. Pulverize the existing road, rough grade; compact, water truck and lay fabric would be $385,876.73.00
McDonald discussed a new concrete process that he recently learned of, he needs a week to research and obtain pricing for this process.
Discussion followed.
Selectmen requested the Administrative Assistant look into other options for funding than just bonding. McDonald will get three prices to allow Davidson to properly research options.
o Slip Road – McDonald stated he is moving forward on the Slip Road project, using Meridian as the engineer.
o Swamp Road – McDonald is going to contact Chris Danforth to move forward with the Swamp Road project.
o Town Forester – McDonald met with Town Forester, Karla Allen and discussed the property that the town would like to put the Highway Garage on in the future – McDonald is meeting with someone from the Dept. of Environmental Services to see how to proceed with this project. Allen & McDonald also flagged out the trees to be removed on the common, McDonald & Davidson will be sure the project gets properly placed out to bid.
o Purchase Orders – McDonald presented a purchase order for the following, a Quick Coupler to be purchased with the unanticipated funds, a generator to be purchased with FEMA funds. McDonald discussed he has located another bucket truck and is trying to get a price nailed down; this would also be paid for out of FEMA funds, the Selectboard approved the purchase.
7:30 - Tax Collector, Kathy Valliere –
o R3-13 – Ms. Valliere discussed the tax situation of Nancy Brooks. Ms. Brooks is trying and makes significant payments on a regular basis. Administrative Assistant and the Tax Collector will put together a forbearance agreement for Mrs. Brooks. This property will not be deeded at this time.
o S2-1 – Ms. Valliere discussed Sam Proctor properties. There seems to be confusion about the map & lot numbers for the house on Sunset Lake and the small area where they park cars. Catherine Shaw, Deb Davidson and Kathy Valliere will review these properties. Valliere also discussed that there seems to be something wrong in the computer. Valliere is asking that $395.64 be abated, if you look the property up by name the 2007 tax is paid, Valliere validated it is paid. If you look it up by map & lot it shows it is not paid. Selectmen approved this request; with the understanding Valliere will contact Avitar in an attempt to
rectify this software problem.
Selectmen’s Approval:
October 14, 2010 Selectmen’s Meeting Minutes were approved as written.
Sign Documents for Approval:
Selectmen signed the following documents:
o A/P Invoices
o A/P Checks
o Letters: Belmore; Cook
o Contract – US Marshals Contract for Chief Giammarino
o Authorization to transfer funds – Conservation Commission; Fire Fighters Fund
Other Matters:
Misc. mail review
Personnel Policy Updates – Tabled until accepted by BOS signature
Davidson to do a comparison of man-hours vs. wages for General Government Buildings, Part-time Recycle, Part-time Highway
At 8:37 in accordance with RSA 91A: 3 (a) personnel matter Chairman Adams motioned to enter into a non-public session. Seconded by Day & Kullgren. Voted 3-0
At 9:20 motion by Adams to enter out of non-public session, seconded by Day & Kullgren. Voted 3-0
Decision: To reverse a previous decision made earlier in the year.
Adjournment: With no further business Selectmen adjourned the meeting at 9:30 pm. The next Selectmen’s Meeting will be on Thursday, October 28, 2010 at 6:00 pm.
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