Town of Greenfield
Selectmen’s Meeting Minutes
Thursday – December 2, 2010 – 6:00 pm
Present: Chairman, Jarvis Adams, IV; Selectwoman, Karen Day;
Selectman, Aaron Kullgren arrived at 8:00 pm.
Minutes: Administrative Assistant, Debra Davidson
Call to order: Chairman Adams called the meeting to order at 6:00 pm.
Appointments:
6:15 – In accordance with RSA 91:A II (a) personnel matter, motion by Chairman Adams to enter into a non-public session. Seconded by Selectwoman Day. Voted 2-0. Kullgren was absent for vote.
6:30 Motion by Chairman Adams to enter out of the non-public session. Seconded by Selectwoman Day. No discussion followed, no decision at this time. Voted 2-0 – Kullgren was absent for vote.
6:30 – Carol Burgess - Recycling Center applicant. After a brief introduction in accordance with RSA 91:A II (b) hiring of an employee, motion by Chairman Adams to enter into a non-public session. Seconded by Day. Voted 2-0. Kullgren was absent for vote.
7:00 – Motion by Chairman Adams to enter out of the non-public session. Seconded by Selectwoman Day. No discussion. Voted 2-0. Kullgren was absent for vote.
Decision: To hire Ms. Carol Burgess to work at the Recycling Center. Ms. Burgess will begin on December 14, 2010. She was provided appropriate new-hire paperwork to return on Tuesday, December 7, 2010.
7:30 – Matt Blanchard, Recycling Center Supervisor.
In accordance with RSA 91:A II (a) personnel matter, motion by Chairman Adams to enter into a non-public session. Seconded by Selectwoman Day. Voted 2-0. Kullgren was absent for vote.
8:00 – Motion by Chairman Adams to enter out of the non-public session. Seconded by Selectwoman Day. No discussion. Voted 2-0. Kullgren was absent for vote.
Decision: Mr. Blanchard will work full time at the Recycling Center until December 31, 2010, at which time he may continue as a part time employee.
9:30 In accordance with RSA 91:A II (a) personnel motion by Adams to enter into a non-public session. Seconded by Day.
Ms. Davidson asked that this discussion be public.
Selectmen discussed they want the minutes to them by the end of the day on Fridays. Also that they want Ms. Davidson to keep her door shut to the public between the hours of 9:00 am – Noon during the week.
Selectmen’s Approval:
November 18, 2010 Selectmen’s Meeting Minutes were approved as written
Sign Documents for Approval:
A/P Invoices were signed
A/P Checks were approved
Letters:
o Primex letter – Selectmen signed a letter for PRIMEX making an insurance exception.
o Greenfield Corner Properties, LLC – Selectmen signed a letter to GCP, LLC requesting payment for two months of the most recent Waste Water invoice.
Change of Employment – Neal Beauregard has been promoted from a part-time Highway employee to full-time Highway Foreman.
New Employment – Thomas Olson has been hired as a part-time highway employee.
Other Matters:
Mail - Misc. mail was reviewed
Personnel Policy Updates – Tabled until accepted by BOS signature –
The Administrative Assistant discussed that the accrual vs. calendar year policy for vacation time, is a bit complicated and is not working for all employees. She provided an example of one employee whose start date was in October, at which time the unused vacation time zeroed out, appearing as though this employee only has a few hours of vacation time earned, when the employee really has 37.29 hours earned. Brief discussion followed, Selectmen directed the Administrative Assistant to adjust the personnel policy to reflect vacation time to be acquired based on the calendar year rather than date of hire.
Purchase order policy – Tabled until revised
Tree Lighting – Administrative Assistant asked who is in charge and what date should the tree lighting be. Selectmen discussed this; Davidson was instructed to have Mr. Blanchard get the lights together and ask Adele Gagnon if she would be willing to help organize this. The date of the lighting will be Tuesday, December 14, 2010 at 5:30 pm.
Perambulation – The final portion of the perambulation update with the Town of Lyndeborough is scheduled for December 12, 2010 at 9:00 am. The Selectmen will meet at the corner of French Road.
Assessing Bids – Selectmen reviewed the assessing bids, discussion followed. Selectmen will continue with Avitar, due to pricing and continuity. Which type of contract to will be made at a later date. The Administrative Assistant will check with the Department of Revenue Administration to see what their opinion is as to best practices for assessing contracts (i.e. year to year or to enter into a multi-year contract).
Generators – Selectwoman Day reported that the Emergency Management Committee met and discussed utilizing FEMA funds for the purchase of generators for the Meeting House & the Town Office so that we will be better prepared in the event of any future disaster events. Discussion followed, Selectmen support this use of the funds as well as the purchase. Day will report to the EMC of this discussion and decision.
Boiler Bids – Chairman Adams informed the board thatapproximately 2 weeks ago the boiler started leaking. Though the leak has slowed down, bids were sought for the replacement of the boiler. Because of the potential emergency situation with the cold weather. Adams reached out to local business’ for bids. Those that bid were:
o Wilder Plumbing & Heating – submitted a bid on a Viessman VR1-63 – price $6,900
o Pinney Plumbing & Heating – submitted a bid on a Boderus G215-6 – price $5,899.00
o Keating Plumbing & Heating - submitted a bid on a Boderus G215-6 – price $8,675.00
Discussion followed.
Motion by Adams to award the replacement of the current boiler to Pinney Plumbing & Heating for a cost of $5,899.00, with funding to come from the General Government Building line. Seconded by Selectman Kullgren. No further discussion. Voted: 3-0 affirmatively.
Citizen, Katherine Heck was present and expressed dissatisfaction with the heat conversion. Her concern was when will the job be completed, as it is currently aesthetically displeasing. She further commented that it has been three months and asked when will the system be properly functioning.
Chairman Adams indicated he will be contacting Keating Plumbing & Heating to discuss these matters.
Memorandum of Understanding – Selectmen discussed the memorandum of understanding from the Town of Peterborough, this document was reviewed and discussed who should sign it. The Selectboard are prepared to sign it, as they are authorized to disburse the funds.
Motion: Motion by Chairman Adams to enter into a Memorandum of Understanding with the Town of Peterborough and the Town of Greenfield with the intent to purchase Fire Apparatus Engine #21 with details as written in the memorandum.
Seconded by Day; No discussion. Voted: 3-0 affirmatively.
Action: Chief White will notify Chief Lenox of this agreement and they should expect correspondence by mail.
Code Red Software – Chief White spoke to Code Red regarding their software and how it may benefit the Town of Greenfield. Discussion followed of the pros and cons of E911 vs. Code Red. Discussion followed as to when would this program have benefited the town in the last couple years. Discussion followed regarding the cost and feasibility of this program.
White stated the last time a program such as this may have been beneficial to the Town of Greenfield was either the ice storm of 2008 and/or the structure fires of 2010 when there were road closures. Notification for residents was discussed.
Day discussed one option for payment is utilizing FEMA funds that the DPW received from the 2008 storm and other funds received in 2009 & 2010. The purchase of the generator can also be made through these funds as can brochures for educating the public on how to respond during an emergency.
White discussed once a contract is entered into, the price of the contract would not change during the life of the software, as long as it is not upgraded.
Selectmen support this project. There will be a warrant article to allow the voters an opportunity to vote on a multi-year contract.
Motion: Motion by Selectwoman Day to authorize the purchase of one year of the services of the Code Red program for one year, a generator for the Town Office building, electrical work to hook it up, electrical work for other town facilities and the purchase of emergency preparedness booklets for educating residents, and to utilize funds that have been obtained through FEMA to do so. Seconded by Adams and Kullgren.
Discussion followed: Resident Katherine Heck asked if this is the proper use of FEMA funds from previous years, she further asked about grants that are available and options for the future. Selectmen indicated this is appropriate use of the FEMA funds as this is providing mitigation of future disaster. Day stated that the Emergency Management Team intends to apply for a grant to acquire more generators for other buildings.
Kullgren moved the motion. Voted: 2- 0 in the affirmative with Selectman Kullgren abstaining from the vote because he had come late to the discussion.
Meeting House – Administrative Assistant asked who is responsible for the general maintenance of the buildings, as she was recently in the Meeting House and there are several fire alarms beeping, light bulbs out and other small items that should be addressed. Selectmen discussed this, indicating Mr. Blanchard is responsible for these items. Administrative Assistant will discuss these items with Mr. Blanchard.
Step Aerobics – Administrative Assistant discussed Kathy Perra, who is certified CPR, certified step aerobics instructor and the New Ipswich Recreation Director. Ms. Perra would like to begin a step aerobics class in Greenfield, Administrative Assistant asked if a small amount of funds from the Revolving Account could be utilized to purchase weights for the program; they would be the Town’s property. Selectmen denied this request indicating they would like to see how many people sign up, if enough do, then they will reconsider. Since the gym has no heat, the program will be held at the Meeting House. Davidson & Perra will coordinate the date and time of this program.
Tree bid – Selectmen reviewed all the tree bids again; the vote remains to offer the job to North East Tree Removal. Chairman Adams will notify Mr. Turilli of this decision.
Gould Hill – Davidson reported she spoke with Ms. Allen, a meeting will be scheduled soon to discuss this situation with the Selectmen, Division of Forest & Land, Ms. Allen and Mr. Parker.
Capital Reserve Funds –As was discussed earlier in the year, Administrative Assistant, Davidson wanted to discuss with Chief White the idea of utilizing general fund surplus for Capital Reserve Funding. after speaking with the Department of Revenue Administration, unused balances of budgets cannot directly be used to fund a CRF, however it can be voted to place a portion of the fund balance, but not general fund surplus, into a CRF.
Treasurer, Katherine Heck discussed the need to keep at least 5% of the general fund in the fund balance. She further commented that as the Treasurer she would caution against using the funds for CRF.
Selectman Kullgren commented that based on the year ahead, this may not be the year to do this. Kullgren further commented, it is a great concept and encourages this type of thinking to continue. Kullgren discussed a portion of the fund balance could be voted on, however it would be up to the voters.
Adjournment: - With no further business Chairman Adams adjourned the meeting at 10:00 pm. The next scheduled meeting will be Thursday, December 9, 2010 at 6:00 pm.
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