Town of Greenfield
Selectmen’s Meeting Minutes
Thursday – November 18, 2010 – 6:00 pm
Present: Chairman, Jarvis Adams, IV; Selectwoman, Karen Day; Selectman, Aaron Kullgren
Minutes: Administrative Assistant, Debra Davidson
Call to order: Adams called the meeting to order at 6:00 pm
Appointments:
6:00 – Kathy Valliere, Leo Brooks – Mrs. Valliere explained that Mr. Brooks has been very diligent about paying his forbearance agreement and because of the interest is unable to catch it up. She recommended that the Board abate the remaining 2006 tax and re-establish a new forbearance agreement for the remaining unpaid tax.
Selectmen agreed to abate the remaining 2006 taxes, which is $1,777.02. This will allow Mr. Brooks to move forward with a new forbearance agreement.
Mr. Brooks discussed his two major bills; he asked if he could skip 3 months of payments, at the end of the 3 months he would agree to $800.00/month.
Selectmen & Tax Collector are all in agreement with this. The agreement will be redone, to begin payments on March 27, 2011 with $600.00/month, Mr. Brooks will make two payments a month of $300.00 if he is able he will pay more.
Discussion followed. Mr. Brooks, Selectmen & Tax Collector all signed a new forbearance agreement.
Selectmen expressed their appreciation for his diligence of effort to continue with payments.
6:30 – Recycle Center Supervisor, Matt Blanchard – Mr. Blanchard presented the Board with several potential applicants for the part-time (20 hours/week) position. There was a total of twelve applicants, Blanchard had sorted through and provided the Selectboard with his top three choices. The other nine applicants were either over qualified or for other reasons did not meet the needs of the position.
Selectmen reviewed the top three candidates, after reviewing Blanchard’s top three choices the Board reviewed and discussed the remaining 9 candidates.
Selectmen would like to discuss the top 4 candidates with DPW Supervisor, Kevin McDonald and then they will get back to Blanchard.
7:00 – Adele Hale – Mrs. Hale discussed she would like the Memorial Day update to be in the next issue of the Spirit. The possibility of providing a luncheon was discussed. Asked if we could increase the Memorial Day budget $200.00, Selectmen approved this request.
Mrs. Hale asked about the property Mr. Belmore & Ms. Donovan questioned regarding name changes. It was discussed that when the survey was complete the assessor changed the names according to the survey. The deed came to the town office after the survey and assessing was completed, the names were changed prematurely.
Mrs. Hale asked what the protocol for discussing a problem with a department head and/or employee was. Selectmen instructed her that she should approach the person directly, if not satisfied she should then come to the Board.
Electrical work at Meeting House – Mrs. Hale stated the GIVers have discussed the need for addressing the electricity at the Meeting House. Selectmen will get an assessment done and then get back to Mrs. Hale. Discussion followed. Another possible project was discussed, that would be the replacement of the trees on the common.
Mrs. Hale asked the board if they are considering a Recreation Director. Selectmen stated no they are not. Mrs. Hale would like to see the Town sponsor a bus trip to Foxwood. This was discussed and options were discussed.
Antique Flea Market at Oak Park – Mrs. Hale indicated folks have approached her about establishing an Antique Flea Market on Sunday mornings have approached her. Mrs. Hale would like to get feedback from the Selectboard on this. Selectmen are supportive of this idea, Mrs. Hale will move forward on this.
7:15 – Nancy Brooks – Mrs. Brooks asked if she could get an executed copy of the forbearance agreement and also that she would like a copy of it. Discussion followed as to what could happen in the future. Selectmen reassured Mrs. Brooks that anyone could make the payment on the forbearance agreement.
7:30 – Welfare Director, Patricia LaPree – 2011 proposed budget changes were discussed.
Motion: Motion by Kullgren to round the bottom line to $25,500; Seconded by Day. Voted 3-0 to increase the Welfare budget by $1,440.00.
Ms. LaPree discussed the impact the Town will be hit with due to the recent State & Federal budget cuts for fuel assistance. She will check to see if the funds donated by the GIVers are going to be cut along with the State and Federal funding. Administrative Assistant, Deb Davidson will set up an unanticipated revenue line in the Welfare Budget.
7:45 – Town Energy Committee - Roger Lessard, Diane Boilard, Dan Wolover – Mr. Lessard asked the Selectboard for permission to purchase plastic to cover the windows. This can be paid through either the Capital Reserve Fund for Town Building Heating or through the General Government Building funds. Mr. Wolover will search for best options. Mr. Lessard reported that since the insulation has been completed, in 2009 – 2010 - 575.5 gallons of fuel has been saved. In the previous year 2008- 2009 the Town saved 586 gallons, successfully in two years the Town has saved over 1,100 gallons of oil.
Mr. Lessard discussed the Town Energy Committee recommends a thermal imaging now that the improvements have been done.
Selectmen and the TEC took a few minutes to view the heating renovations.
8:00 – DPW Supervisor, Kevin McDonald – McDonald discussed making one of the part-time employees a full-time employee. Discussion followed, Selectmen approved the request to make Neal Beauroguard a full-time employee with a start date of two weeks.
Discussion followed regarding changing the Recycling Supervisor a part-time position & incorporating the remaining hours into a part-time highway position, keeping Mr. Blanchard as a full-time employee.
Action: Administrative Assistant to contact PRIMEX and discuss insurances, she will notify McDonald as to what is decided. Davidson to further get the hours worked for all the maintenance jobs.
McDonald reported that Brox paved East Road today; Longwood & Gould Hill is scheduled for tomorrow.
Discussion followed regarding frustrations McDonald has with employees. Selectmen support whatever decision McDonald makes.
Selectmen’s Approval:
Minutes - November 4, 2010 Selectmen’s Meeting Minutes as written.
Sign Documents for Approval:
Accounts Payable - A/P Invoices
Letters - Letters to landscaping companies that did not win the groundskeeping bid.
Other Matters:
Mail - Misc. mail was reviewed. Selectmen approved the letter from Matt Goodwin requesting linking tourism related links from our Town website.
Personnel Policy Updates – Tabled until accepted by BOS signature
Town Holiday Gathering – Selectmen will host a Town employee, committee, volunteer gathering on Tuesday, December 14th from 6:30 – 8:30 pm. This gathering will be a pot-luck and all are invited who directly participate in Town operations.
Tree Bid – The trees to be removed from the Town Common were re-shown on November 15, 2010. There were four bids received they were from:
· Keene Tree - $3750.00
· Wally’s Tree Service - $2,800
· New England Tree Removal - $2,375
· Robblee Tree Service - $4,000
Selectmen reviewed and discussed the bids.
Motion: Motion by Selectwoman Day to award the tree removal project to New England Tree Removal for $2,375.00. Seconded by Adams & Kullgren. No discussion. Voted: 3-0 in the affirmative.
Groundskeeping Bids – Selectmen reviewed and discussed the two bids they had previously narrowed down reviewing. Discussion followed.
Motion: Motion by Day to accept the bid from “TJ” Landscaping for $18,163 for services as outlined via the bid sheet. Seconded by Kullgren. No further discussion. Voted: 2-1 with Adams abstaining.
Assessing Bids – Selectmen reviewed the 3 bids they received for Assessing Services.
· Avitar - $14,000 - not full update; $21,000 level funding with a complete update after 5 years.
· Cross Country Appraisal - $15,650 general assessing.
· Cummferford, Neiderman and Perkins - $8,000.00/year general assessing. $32,000 completed update after 5 years.
· Brett S. Purvis & Associates, Inc. - $13,800 general assessing.
Administrative Assistant to contact each company to establish what happens in 5 years. Selectmen discussed if there will be a full evaluation in 4 or 5 years. No decision was made at this time; Selectmen will wait to have a report from the Administrative Assistant on December 2, 2010.
Perambulation – Lyndeborough has requested we complete the perambulation. Selectmen discussed dates; December 12th seems to be the best date for the Greenfield Selectboard.
Letter from resident – Selectmen received a letter from Shannon McNamara requesting the free usage of the Meeting House for a mothers group for Greenfield mothers and mothers from the community. Selectmen discussed this and made the decision to suggest the Library be used for this type of activity. Administrative Assistant was instructed to notify Ms. McNamara.
Budget – Administrative Assistant discussed two organizations that have requested funding from the Town of Greenfield for the 2011 budget. The Contoocook Valley Transportation Coalition requested $500.00; St. Josephs Meals on Wheels program has requested $455.00. Discussion followed, Selectmen authorized supporting the Meals on Wheels program as requested, and the CVTC will be supported with $250.00.
LGC Conference – Administrative Assistant updated the Board on the conference, sessions attended were on auditing, employee evaluation (hiring, firing, disciplinary action & positive reinforcements) and financial forecasting were all very informative and a lot of very good information was gathered. Davidson thanked Selectmen for allowing her to attend this conference this year; she reiterated it was a very good conference.
Football – Selectmen discussed scheduling some time on December 9th to discuss the Monadnock Mountaineers and moving forward with the contract.
Adjournment: With no further business the Selectmen’s Meeting adjourned at 10:00 PM. Selectmen will not meet the week of Thanksgiving. The next scheduled Selectmen’s Meeting is Thursday, December 2, 2010 at 6:00 pm.
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