Town of Greenfield
Selectmen’s Meeting Minutes
Thursday – January 20, 2011 – 6:00 pm
Present: Chairman, Jarvis Adams, IV; Selectwoman, Karen Day; Selectman, Aaron Kullgren
Minutes: Administrative Assistant, Debra Davidson taking minutes.
Appointments:
6:00 – Recycle Supervisor, Carol Burgess – 2011 proposed budget – Ms. Burgess discussed the budget she believes to be adequate for the 2011 operation of the Recycling Center.
Ms. Burgess discussed the fee structure and how she would like to revisit them in 2011. She will do research on them and determine what will be in the best interest of the Town of Greenfield. Metal pile may be relocated where a watchful eye will be better served.
The cost of Monadnock Disposal was discussed. The town has a contract until December 2011. Burgess has been investigating options. She also discussed about only baling #2 clear plastics, as it brings the most money. When you add colored plastic the price goes way down. Options for plastics were discussed. Burgess talked about the report and the figures she obtained from the NRRA regarding what was recycled and what revenue was made in 2010.
Part time wages – Burgess would like to hire a Saturday unskilled person at $10.00/hour for 8 hours. A second person would be working Tuesday or Thursday for 4 hours each day. A more skilled employee for $13.50/hour, who could do maintenance on items that need attention. DPW Supervisor, Kevin McDonald discussed his thoughts on a skilled person and the DPW being able to utilize the person on Tuesdays. McDonald discussed his work force training program and using the Crotched Mountain residents on Saturdays. McDonald explained the program and the logistics of it.
Kullgren discussed his thoughts on the overall budget, town meeting, hours and what is acceptable financially.
Adams discussed merging the Highway and Recycling Departments.
Kullgren recommended keeping the General Government Building town maintenance line for $3,695.00 and reducing the DPW Part-time wage line; Kullgren is on record that he will not support more than $37,000 for disposal charges.
The need for a skid steer was discussed, a compactor and other machinery needs was also discussed.
A list of changes that need addressing at the Recycling Center was discussed.
Action: Carol Burgess and Kevin McDonald are to investigate the options for a skid steer. Selectmen would like to have the information by next Thursday. Burgess is to reduce the Recycling Budget to $107,500.
7:30 – DPW Supervisor, Kevin McDonald – 2011 proposed budget – McDonald reduced drainage material to $5,000; he further reduced part time wages to $20,000. McDonald would like to keep the loader as long as possible after the final payment to be made in 2011.
Kullgren discussed his thoughts on the budget. Lengthy discussion followed regarding the highway budget, equipment needs and project needs.
McDonald talked about having discussed with Meridian doing the engineering work for the town property located near Greenvale Cemetery. The cost would be approximately $700.00. Selectmen gave McDonald permission to move forward on this project.
8:30 – Administrative Assistant, Debra Davidson Updates –
· Trash – Asked who is responsible for the removal of the trash at the Town Buildings – Selectmen stated the DPW is responsible for this task.
· Shoveling – Realizing there were back to back storms, Davidson expressed concerns that when the Town Office and other Town Buildings are open to the public, the walkways and emergency exits must be shoveled.
· Lighting – Inadequate lighting at the Town Office building was discussed. Selectmen recommended contacting a local electrician, Richard Parks and resolve this problem.
· Clock – Residents have asked when the clock is going to be wound again. Adams will take care of this. Adams will show DPW Supervisor, Kevin McDonald what needs to be done to keep the clock running.
· Heat – Davidson reported there was no heat on Monday. McDonald reset it. There has been no communication from Keating Plumbing & Heating regarding the letter the Board sent to them.
· Oil Burner Permit – Discussion of the need for this permit. Selectmen filled one out, it will be provided to Peter Hopkins.
· Graffiti – Discussed graffiti that is around town. Both Chief Giammarino & DPW Supervisor have been notified of the damage.
· New Job Posting – Davidson discussed she felt out of the loop, as she did not know the details of this new position (i.e. wages, full-time/part-time, benefits, hours, job description etc.). She further explained the importance of keeping the central office informed of personnel changes. Selectmen explained this was a job that would be worked out between the DPW & Recycling. Recycling to use the employee approximately 16 hours/week; DPW using the employee approximately 5-10 hours / week. Details are still being worked out between the departments.
· Continuing education – Protocol for continuing education was discussed. Selectmen would like a written policy on this topic, inclusive of employees providing a written briefing to the Board of Selectmen of any educational programs attended.
· Clarification – Davidson asked for clarification of a statement in the January 6, 2011 minutes. “The Board is still waiting for answers about hiring requirements”. Selectmen explained this had been answered; it had to do with hiring for the DPW.
· Personnel Policies – As previously instructed to do, Davidson provided Selectmen with her recommendations regarding personnel policy changes. This will be discussed at a later date between Department Heads.
· Personnel Files – Discussion as to what the BOS expect the Town Office to have in the personnel files. In following past procedures, several files are incomplete. Selectmen discussed the office should have 3 different files. Davidson was instructed to see this is followed through with.
· Purchase Order Policy – Davidson’s recommendation is to remain with the current policy with Selectmen assuring policy is followed.
· Budget Matters – 20 hours/year at $12.00/hour was added to Executive clerical wages for minute taker when Administrative Assistant may be absent. Davidson reminded the BOS that in the event the CDBG is supported, approximately $2,000.00 should be budgeted for auditing purposes. The funds will be reimbursed by the CDBG.
· CDBG – Davidson asked Selectmen for directive as to how to obtain an answer from Grant Administrator, Donna Lane as to what to do with the $93.00 that remains in the old CDBG bank account. Ms. Lane has been contacted several times by both the Administrative Assistant & Treasurer. Selectmen recommended contacting Michael Redmond.
· End of the Road – Davidson informed the Selectmen that the Wed. night Alcoholics Anonymous group paid an additional $100.00 towards their rent. This is to help with heat during the winter months.
· Professional Etiquette – Davidson expressed concerns that as the Board requests professional etiquette from the staff, it should begin at the Board level. A heated discussion followed. Selectmen & Davidson will work towards a better respect towards everyone.
Selectmen’s Approval:
January 06, 2011 Selectmen’s Meeting Minutes were approved as written
January 13, 2011 Selectmen’s Meeting Minutes were approved as written
Sign Documents for Approval:
A/P Invoices
P/R Checks
Memo referencing Mileage reimbursement rate for 2011
Revised, updated Town Maintenance task list, which will be provided to the DPW.
Oak Park Rental Form – Tractor Club
Other Matters:
Mail - Misc. mail was reviewed
Letters- from HHCCS – requesting restoration of $775.00/year for Home Health Care – No action taken
Personnel Policy Updates –Administrative Assistant made her recommendations to the Board as to what changes could be made to the Policy. Selectmen discussed these changes, no action to be taken until Department Heads for the Police & Highway meet with the Board and collectively they all go over these recommendations.
Purchase order policy – Administrative Assistant recommendations for this policy is to remain with the status quo; enforcement by the Board of Selectmen when necessary.
UNH Seminar – Selectmen discussed this seminar with the Administrative Assistant. The Administrative Assistant discussed how this seminar would be beneficial, noting that continuous growth and education is important for success. Selectmen approved the attendance of this seminar, requesting a written synopsis of what was learned and how it can be applied to the current operations of the office. The Seminar is scheduled in Portsmouth, NH; Thursday April 28, 2011. Brochure was included for review by BOS. Selectmen discussed they would like a policy written and provided to all Departments, including any attendance to classes, seminars etc., should be followed up with written brief of the course, what was learned and how it will be applied to the employee and their current jobs.
Stephenson Library – Administrative Assistant was to provide information to the Board of Selectmen, who exactly owns the Library. Davidson reported, in accordance with RSA 202, the Town of Greenfield owns the building. The Trustees operate the building with funds that are approved at the annual Town Meeting and/or with Trust Funds.
DRAFT Warrant – BOS reviewed and edited the first DRAFT of the 2011 Warrant.
Adjournment - With no further business the Selectmen’s Meeting adjourned at 10:00 pm. The next scheduled Selectmen’s Meeting will be held Thursday, January 27, 2011 at 6:00 pm.
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