Town of Greenfield
Selectmen’s Meeting
Thursday – October 28, 2010 – 6:00 pm
Present: Chairman, Jarvis Adams, IV; Selectwoman, Karen Day; Selectman, Aaron Kullgren
Minutes: Patricia LaPree
Call to order: the meeting was called to order at 6:00 PM by Chairman Adams
Appointments:
6:00 PM: Linda Dodge: Ms. Dodge was not on the agenda. She wanted the Select board to know that the computer in the Meeting House does not access the internet service and it is needed for elections next week in order to be used by the Supervisors of the Checklist. Selectman Kullgren will provide a router that will enable the computer to utilize the Town’s Fairpoint service before Tuesday, November 2.
2011 Proposed Budget Review with Department Heads
6:10 – Fire Department, Chief White: Mr. White reports that the Department’s budget is complete as it is proposed except that he is awaiting information about costs from Dispatch Services and building repairs to finalize the budget for 2011.
Chief White said that his goal is to keep the budget down 3% from last year. He noted that medical supplies are up about 4% and PSNH will probably increase by 3%.
Chief White asked if the department’s heating fuel line item includes the diesel fuel used in the vehicles. He will talk with Catherine Shaw and will assign the amounts of fuel to the correct line items.
Chief White reports that he found out today that the rescue truck needs some repairs, so he will leave that line item amount as it is written.
Chief White reviewed that Ambulance Service could be less expensive in the next year due to a decrease of calls in Greenfield and a contract with a new provider. He said that the Town of Peterborough bills the Town Government for the service based on call volume and calls from Crotched Mountain Rehab. Center has gone down this year. Peterborough Fire Chief Lenox has informed Chief White that the purchase of the Fire Truck from Peterborough will not happen until later next year. Chief White wants to purchase that truck even if it’s later than originally agreed. Chief White discussed the use of emergency response systems from vendors. The service would provide emails, text messages and phone alerts for emergency situations in Town to all departments. Chief White questioned whether the service could be used just by the Town of Greenfield
if an emergency is in Greenfield only, and whether Greenfield can join the service currently used by the Con-Val school district. Action: Deb Davidson will contact SAU 1 to find out the cost of the service and if Greenfield could join their service, if it can be used by just Greenfield if needed and any other options in their service. The cost should be shared among the Fire, Police and Highway departments.
Chairman Adams asked if the radio frequency change for emergency response communications has been planned for in Town. It is due to be completed by 2013, per the State. Chief White reports that it has already been done in Greenfield.
Chief White asked the Board if unexpended funds can be put into the Capital Reserve Fund, and does that movement require an article on the Town Warrant. Action: the Board would like Administrative Assistant Davidson to clarify this for the next Board meeting.
Selectman Kullgren thanked Chief White for being so conscientious with the budget and for providing good leadership to the Fire Department during a challenging year for the department.
6:40 – Library Trustees: Present were Neal Brown, Jamie Bascom, Gail Smith (Librarian) and Mary Ann Grant. A copy of line by line budget written by the trustees was provided to the Board. Discussion followed about how the Library really functions as a cultural center for the Town by providing access to books, inter-library loans, periodicals, the internet, movies and programs, how other towns share their programs and costs, and that hard economic times bring an increase in the usage of the Library. Selectwoman Day asked what “visitors” means as a line item and Ms. Smith explained it is the number of people who visit the library. Discussion followed about how that number was determined, whether by library cards issued or number of individual visits in a day. There are about 1200 library cards currently issued by the library.
Chairman Adams requested an exact count for the Board.
Selectwoman Day asked how many programs are provided to the community at the library. Ms. Smith said more in the summer, less in the winter. Discussion followed about creative ways the Trustees might find to fund programs and needs for the Library through fund raising, volunteers, and sharing program costs with other area libraries. The goal would be to decrease as much of the expenditures as possible through alternative methods. All agreed that the budget is a work in progress.
Chairman Adams asked about building repairs and maintenance. Discussion followed about the list of general government building repairs that have been done and still need to be done, that the drainage issues still need to be resolved, and that an accurate bid is needed for the cost of soffits and painting needs. Action: the Board will follow up with Highway Department Supervisor about meeting with Contractor Bill Harper to resolve the drainage issues as soon as possible.
7:45 - Tax Collector, Kathy Valliere: Ms. Valliere reviewed a few changes she has proposed for the 2011 budget, such as reduction of mileage costs from 300.00 to 75.00, due to not using as much as budgeted in 2010, a reduction of deputy’s salary from 1600.00 to 1000.00 a year and a 60.00 salary increase for herself. Discussion followed about possible reduction in general supplies and whether the figure for Avatar assessing is accurate.
7:50: Selectman Kullgren left the meeting for another appointment. He was excused by Chairman Adams.
8:00 – Town Clerk, Dee Sleeper: Review of Ms. Sleeper’s budget reflect some increases on the areas of salary for the Deputy and mileage. She anticipates increases in revenue, especially in the area of dog licenses, but it is hard to predict. Discussion followed about how to better arrange the polling areas for future elections, and how the volunteers are great at keeping the costs on voting days down by providing two meals to all poll workers. It was also discussed how the Town Clerk has to deposit monies from car registrations within 24 hours of receipt, so they are not able to combine bank deposits with the other departments as much as they would like. Postage may decrease due to increased electronic transmission of items that used to have to be mailed.
8:35 – Richard Mathews – to discuss payment arrangement for rent in arrearage:
Mr. Matthews did not appear for the meeting. Chief Giamarino was asked to be present by the Select Board. Chief Giamarino outlined for the Board the process of the civil case against Mr. Matthews thus far. The Board and Chief Giamarino waited for Mr. Matthews to come or call. Since Mr. Matthews did not come to tonight’s scheduled meeting, the recommendation was made to proceed with the next step in the civil process by referring the case back to the court. It was noted that the other tenants who owe rent money to the Town have made a good faith effort to make and keep payment arrangements.
Selectmen’s Approval:
October 21, 2010 Selectmen’s Meeting Minutes: Approved
Sign Documents for Approval:
A/P Invoices: Approved
A/P Checks: Approved
P/R Checks: Approved
Letters: Tenants of Slip/Forest Road: The letters were sent to the tenants on October 28, 2010.
Other Matters:
Misc. mail review: Completed.
Personnel Policy Updates – Tabled until next Board meeting for review and approval.
Approval of Painting to authorize final payment- final payment approved.
Bulk Mailing – speaking with LGC, this could be problematic if we allow organizations, other than the TOG to use this as we are allowed a discount and where do you draw the line. Decision was made by the Board to discuss this further at the next Board meeting.
Adjournment: Motion to adjourn the meeting at 8:50PM was made by Chairman Adams, seconded by Selectwoman Day. Next scheduled meeting is Thursday, November 4, 2010 at 6:00 PM.
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