Town of Greenfield
Selectmen’s Meeting Minutes
Thursday – December 9, 2010 – 6:00 pm
Present: Chairman, Jarvis Adams, IV; Selectwoman, Karen Day; Selectman, Aaron Kullgren
Minutes: Administrative Assistant, Debra Davidson taking minutes
Appointments:
6:00 – Claire Kent, Choice Computers – Ms. Kent presented a quote and explained the needs of the Town regarding the computers of the Town. The Selectmen were provided a hard copy for their review. Ms. Kent explained how over the past few years there has not been a lot of hardware purchased by the Town.
The new computer was purchased for the bookkeeper in an effort to keep QuickBooks adequately running. Currently, the laptop will not run QuickBooks.
For last two years the office has been asking to upgrade the server, the current server is a Pentium 4, it is very old and there are no parts available to repair it. Ms. Kent stated, “If it goes down, it is down”.
Ms. Kent discussed that the Tax Collector computer was upgraded approximately 6 years ago; it is a Pentium 3. That computer should be upgraded and is very demanding on the tax software; there have been a lot of band aids and it is likely to go down.
Peters computer is very old, it was a hand me down, it is irreplaceable also; though he could use the current office laptop and/or Supervisor of Checklist could use the office laptop.
Town clerk computer would probably last one, maybe two more years
Public computer is a Dell Pentium 4
Server & Tax Collector are vital computers to the Town and should be replaced.
Selectmen continued to discuss options and needs of the computer improvements for the Town of Greenfield.
Ms. Kent did not include the Police Department in her quote, she has not heard from the Police Department for quite a while.
Kent mentioned she has called Dell to see if leasing is a better option and after 40 minutes of being passed off and waiting, she was unable to get through.
Selectwoman Day asked if the computer at the Recycling Center could be looked at, as Ms. Burgess will want to be using it for research and other matters.
Ms. Kent will look into this.
No further questions from the Selectboard for Ms. Kent at this time.
6:20 – Residents, Rick Wiebell & Ian Stevenson (Not on Agenda) – Chairman Adams opened by stating the Board is limited to what they can discuss regarding any personnel matters.
Mr. Wiebell had a question about the Town of Greenfield hiring procedure?
Chairman Adams responded generally jobs are advertised. Wiebell understands that there are people that have been hired within the DPW and jobs have not been posted.
Wiebell asked if the Town receives any Federal Funding for Town projects?
Selectmen indicated that the Town does receive Federal Funds.
Wiebell stated it is his understanding, that if Federal Funds are received, all jobs must be advertised.
Discussion followed regarding the hiring/firing process, the town receiving federal funds and procedures.
Chairman Adams indicated this would be looked into.
Wiebell restated he doesn’t understand the process and how things work in the Town as of recently.
Mr. Wiebell mentioned the fact that the Town will be losing the volunteers that have helped at the Recycling Center in the past. He further questioned investing money into employee’s who don’t live in town, when residents may want the jobs.
Discussion from Chairman Adams followed indicating there are a number of ways to do things. Adams stated he is confident Kevin McDonald is bringing the Town of Greenfield into the 21st Century and is doing what is best for the town.
Mr. Wiebell asked why Pine Ridge Road does not have a road sign; he also asked if the Town could install one. He also asked if the part-time positions have been posted, and if so, where?
Chairman Adams stated there are still two positions available within the Highway Department. Adams thanked Mr. Wiebell & Mr. Stevenson for coming before the Board and asking about their concerns directly.
6:30 Monadnock Mountaineers, Ted Jarest, Cheryl Jessie –– Mr. Jarest opened by discussing the Monadnock Mountaineers have a new board from last year, he further stated that Cheryl and he will remain on the Board. Jarest has met with new Board and discussed their thoughts on moving forward in Greenfield, everyone wants to continue and move forward.
Ms. Jessie stated in January, the official new board would bring in new people to work with Ted & her. They will be prepared to go to Town Meeting. Jarest & Jessie would like to see it through until there is an agreement in place.
Day asked if it is their intention to do a presentation at Town Meeting?
Mr. Jarest indicated they won’t do a presentation, but information will be available and representation will be at Town Meeting in March 2011.
Resident, Myron Steere was present and suggested including the Monadnock Mountaineers in the budget informational meeting.
Discussion of the isolated incident this summer followed. Monadnock Mountaineers are still looking for a 5-year agreement. Research of the grant that was received when Oak Park was started will be done.
Selectman Kullgren asked for the purpose of facilitating discussion – from a warrant prospective is this best for Selectmen to submit a warrant article or a is a petition by residents best. Discussion followed.
Resident, Loren White asked if we would be prepared for questions from the floor as to what the agreement will consist of.
Jarest responded yes they would definitely be prepared and will also move forward with a petition signed by residents showing support for their program.
Selectmen thanked Jarest & Jessie for attending this meeting.
7:00 – Resident, Peter Hopkins – Hopkins stated he had a few things he would like to discuss with the Board those being:
Heating System – Hopkins asked why are we just replacing the boiler in kind and not looking into replacing it with gas?
Adams stated gas is cheaper to install, yet not generally more economical. Discussion followed as to efficiency and economics of each system.
Hopkins asked that it be in the record the system will need to be permitted.
Hopkins further asked about the current heating job. He has been asked questions from residents and he doesn’t have the answers. Hopkins asked about the thermostatic controls and why they are installed on the wall and not on the radiator.
Adams stated he spoke to Keating Plumbing & Heating and they are going to change it.
Hopkins asked about the wooden blocks under each radiator.
Adams stated that the blocks are necessary due to the plumbing.
Employees - Hopkins discussed that personally he is concerned about the recent turnover of employees from highway and recycling.
Adams stated the Board is limited to what they can discuss regarding employees. Adams stated to Hopkins that there has been no turn over at the Recycling Center. Adams further commented the Board stands behind their decisions and support their decisions.
Hopkins discussed what he has heard on the streets regarding impressions from those outside looking in.
Adams reiterated what he said earlier, adding that time will tell.
FEMA Funds – Hopkins commented he is in agreement with spending the funds for what is being intended, but has objection with why we have excess funds. Discussion followed from Adams regarding RSA 31:95-b.
New Home - Hopkins mentioned that Leighton White recently built a new home on School House Road; it has been on the market for 13 days and is under contract. Hopkins stated it is a very nice home, and is built well.
7:30 – Library Trustees - Neal Brown, MaryAnn Grant, Jamie Bascom, Robert Marshall – Trustees were present to review their 2011 proposed budget with the Selectboard and the Budget Advisory Members –
Chairman Adams thanked everyone for attending –
Selectman Kullgren asked if the members from the BAC if they had any questions.
Neal Brown provided a presentation to BAC regarding the proposed 2011 Library Budget
Mr. Steere & Mr. Nickerson asked several good questions of the budget proposal. Mr. Steere asked why the drainage problem hasn’t been addressed. Mr. Brown, Mr. Marshall & Mrs. Grant explained what has transpired over the last few years. They have contacted the DPW Director and provided Bill Harper’s cell phone as a contact number. Mrs. Grant discussed she spoke with Mr. McDonald the other day and he hasn’t contacted Mr. Harper yet. Further discussion as to the difficulty coordinating volunteers &/or the DPW.
Mr. Brown discussed the following:
Books increased due to increase in books being taken out of the Library.
The 20.7% wage increase is a result of an additional 2 hours/week, as well as paying the employees a more realistic wage for what they actually do. The increase is also based on a 3% COLA. There is a new position for a clerk of 9 hours/week. Currently there are two, part-time employees at the Library.
Steere asked if the hours of the library are being changed. Brown indicated no. The hours are not changing for the public; the additional hours will allow the Librarians to work without interruptions.
Steere asked for suggestions allowing program cost savings.
Brown discussed the Capital Improvement Plan and articles presented by the Library Trustees.
Selectmen discussed fund raising options – Brown indicated the Trustees would commit to $4,000 if the Selectboard will support the $5,000 CIP for an update to an automated system.
Mrs. Grant asked how to proceed.
Adams stated that the Selectboard is asking other departments to keep budgets down and they are, the Library is increasing 7%. Adams would like to see the Trustees work with the BAC and try to reduce the budget or at least keep the budget flat.
Marshall stated he understands the flat budget, however he would like to let the voters have the say.
Kullgren stated he would like to feel more comfortable before accepting the proposed budget.
Mrs. Grant asked for a time frame for the budget – Trustees would have it to the central office by January 13th.
Mrs. Grant provided a website that is very helpful to the Library with computer items. The site is Techsoup.org
8:00 – DPW Supervisor, Kevin McDonald – McDonald reviewed his proposed 2011 budget as proposed to date. The BAC asked Mr. McDonald if there is any problem equipment?
Equipment - Mr. McDonald indicated the 10-Wheeler was never sealed and has problems with the body as a result of salt.
Mr. Steere asked if the frame wheel could be reinforced?
Mr. McDonald indicated he has already looked into that and that is a possibility.
Administrative Assistant was instructed to get questions from BAC in writing for McDonald.
Mountain Road – McDonald discussed he has numbers for reconstructing the road, as well as several numbers for grinding/ditching and laying one-foot of gravel over the top of the grind for $380,000.
Mr. Steere mentioned the discussion of bonding for a $1,000,000. Mr. Steere also discussed completing more than just one project.
Selectman Kullgren mentioned if bonding is a consideration, the project needs to be bid and ready to go right after Town Meeting.
Day mentioned the two places that need gravel removed and what would it save if the Town provide the gravel from gravel available on Town property.
McDonald discussed this idea and the feasibility of it.
Selectmen will discuss with Moderator the issue of asking for bonding matters for the roads and when would be the best option for presenting this idea.
Davidson will double check if an engineered design is a requirement regarding bonding of roads.
Mountain Road discussion followed. McDonald will notify residents that use Mountain Road regularly that the road will be posted with “travel at own risk” and “weight limit” signage.
Kullgren discussed bonding is not the only option.
Davidson to contact the Town of Bedford to see how they paid for their roads and how did they sell the project at their Town Meeting.
· What other vehicles are available for financing the roads
· Engineer costs
McDonald will post Mountain Road and also provide the BAC with a list of road priorities.
Purchase Order – Selectmen approved a purchase order of $530.00 for the purchase of hardware; this will allow the highway to have everything they should need on hand.
DOT Bridge Inspection – McDonald explained the bridge recently inspected at the end of Lyndeborough Mountain Road was inspected by mistake; it is on a Class VI Road. McDonald asked the Board for guidance whether to upgrade it or block it off.
Adams stated he liked the idea of putting some jersey barriers to allow snowmobile, horses etc. to cross, but to deter 4-wheelers.
New Hire – McDonald introduced a new full-time hire, Neal Beauregard to the Board. Mr. Beauregard has been on the Highway Department in New Ipswich for 8 years, he is a Senior Road Scholar, married, has a baby on the way. Mr. Beauregard stated he likes highway work, likes to stay busy and is excited to work for the Town of Greenfield.
Generator – McDonald provided information on the proposed generator.
Selectmen thanked Mr. McDonald & Mr. Beauregard for coming before them at this meeting.
Selectman Kullgren had to leave at 9:00 pm.
9:40 – Fire Chief, Loren White –
Phone lines - Chief White discussed the feasibility of increasing the Fire Department with the ability of having multiple mailboxes on the phone system. It would increase the Fire Department phone line by $30.00/month. Selectboard members Day & Adams approved this request for a budget increase.
Code Red – Upon reviewing the proposed service agreement, Chief White would like to have some questions answered before signing the agreement. White will get back to the Board.
RSA 31:95b III (a) – Adams discussed he has spoken to LGC regarding this RSA. Selectmen are required to hold a public hearing prior to spending unanticipated funds, in excess of $5,000.00. Day & Adams were in agreement the date for the Public Hearing would be, Monday, December 27th at 6:30 pm for request from citizens to spend the FEMA funds.
10:30 – In accordance with RSA 91A:3 II (a) personnel matter, motion by Adams to enter into a non –public session. Seconded by Day. Voted 2-0.
10:50 – Motion by Adams to enter out of the non-public session. Seconded by Day. No discussion. Voted 2-0.
Decision: Motion by Adams beginning January 1, 2011 Matt Blanchard will be offered 20 hours/week. Seconded by Day– Voted 2-0, Kullgren was absent.
Selectmen’s Approval:
November 18, 2010 & December 2, 2010 Selectmen’s Meeting Minutes were approved as written.
Sign Documents for Approval:
A/P Invoices
A/P Checks
P/R Checks
Letters – Nancy Parker
DRA Equalization Certification Sheet
Retirement Enrollment – C. Burgess
New Hire Sheet – C. Burgess
Transmittal Letter – Town Office Building Energy Efficiency CRF bill payment
Other Matters:
Mail - Misc. mail review –
o Selectmen reviewed a letter from the Kokal family regarding their dissatisfaction with the proposed cell tower located at Zephyr Lake Road. The letter was copied to the Planning Board.
Personnel Policy Updates – Tabled until accepted by BOS signature
Purchase order policy – Tabled until revised
Police Cruiser – Selectmen discussed options – the BAC recommends replacing at least one of the police cruisers in 2011. Mr. Nickerson commented that, as an emergency response vehicle, Unit 2 is not in great shape and he supports replacing it.
Installation of boiler – Discussion of the cost for the installation there are funds remaining in the Town Building Maintenance CRF $9,269 and in General Government Buildings there is $5,104.62 – Selectmen recommend moving forward with this project.
Minutes – Davidson noted for the Board there are no updated minutes from the ConCom, Emergency Management Committee, Cemetery Trustees, Budget Advisory Committee or the Energy Committee. A memo will be sent out to them.
Meeting House –
o Clock – The clock needs to be wound – there have been complaints it has been more than 3 weeks since it was wound.
o Trash – Concern was voiced about trash being at the Meeting House and not being removed.
o Building Maintenance – Discussion who is responsible for the building items that arise. Selectboard members Day & Adams stated items that arise should be provided to the DPW Director, Kevin McDonald.
Property on Muzzy Hill Road – Davidson was asked to check into if this property should have been removed from current use and if the new owners have applied for current use or not.
Adjournment - With no further business the meeting adjourned at 11:10 pm. The next scheduled Selectmen’s Meeting is Thursday, December 16, 2010 at 6:00 pm.
| 
