Town of Greenfield
Selectmen’s Meeting Minutes
Thursday – March 17, 2011 – 6:00 pm
Present: Selectwoman, Karen Day; Selectman, Aaron Kullgren; Selectman, Robert Wimpory
Minutes: Debra Davidson taking minutes.
Appointments:
Selectman Kullgren opened the meeting with a discussion about the various positions the Selectmen need to represent.
Election of Officers:
Day nominated Kullgren to sit as Chair of the Selectboard. Wimpory seconded this motion. Voted affirmatively 2-0 with Kullgren abstaining.
Ex officio for Planning Board – Kullgren discussed what this position entails. Discussion of alternating the position between Board members followed. Motion by Kullgren to alternate this position until Mr. Wimpory is comfortable with the position. Seconded by Day. Voted affirmatively. Mr. Wimpory will begin the first meeting.
Motion by Kullgren to nominate Day as the Selectman’s Advisory Committee representative. Seconded by Wimpory. Voted affirmatively 3-0.
Kullgren discussed the Code of Conduct for Selectboard meetings. Mr. Wimpory took the current policy and will review it. He will be prepared to discuss this further at the next meeting.
6:08 – George “Butch” Leel, Interim DPW Supervisor –
Purchase Order - Mr. Leel presented the Selectboard with a purchase order for a new hydraulic jack for the DPW facility. Selectmen approved this PO.
Cracked one-ton – Leel reported the one-ton is at Hillsborough Ford. Ford Motor Company has agreed to cover 2/3 of the cost of the repairs. The total cost is $3,300.00 the Town is responsible for $1,100.00 of this repair.
Slip Road – A permit application for the Slip Road culvert repair was presented. Selectmen will authorize the permit; the check is to be mailed tomorrow. Davidson explained that in order to expedite the check she will need to notify Treasurer, Katherine Heck to get it signed. The Selectboard approved a check in the amount of $290.00 for the application.
Skid Steer – Highway Foreman, Neal Beauregard discussed he has researched used vs. new and he further commented that with the approval of the warrant article the best option is to go new and stay within the 20K with a warranty. Beauregard presented two price quotes on new machines; one standard air tires, 1 with foam filled tires. Beauregard stated no one has been able to compete; using municipal pricing, the cost is $11,000 less than others. Beauregard also presented three used quotes. Norm Nickerson reiterated this is a good machine, and will do the job. Nickerson further stated this machine has quite a bit of lifting ability, which for what recycling needs, it is more than adequate. Discussion followed regarding the cost of the extended warranty is
$2,600.00 and a regular warranty is $1,200.00 with unlimited hours. There will be a demo at the recycling center tomorrow at 10 am. If the Selectboard are available, they are invited to be there.
Motion by Day to purchase the new Bobcat with poly filled tires (puncture proof). Seconded by Wimpory. No further discussion. Voted: 3-0 in the affirmative. Motion passed.
The funds from the trust account should be used, with the remaining payment to be raised from taxation as a result of a favorable vote on the warrant article. There was $20,000 authorized, with the funds in the account to make up the first $1,200.00.
Mr. Leel stated that the highway crew has agreed they will help out if necessary. Leel also clarified there is no certification required in the State of NH to operate a skid steer, documented training is required.
Road Posting – All roads have been posted for 6-ton weight limits. The posting has been in effect since Friday, March 11, 2011. The posting shall remain in effect until further notice.
Wimpory mentioned Gulf Road is in rough shape. Leel stated if it is not raining tomorrow, work is scheduled to put the front-runner rake on the grader and take care of all the roads.
Fire Chief, Loren White asked that if roads are posted for 6 tons, do fuel trucks need to get permission to deliver fuel? Leel stated they are exempt, but PSNH has contacted him and will hold off on any treework until further notice.
Administrative Assistant, Deb Davidson reported a request from Dale Russell to be able to bid on the skid steer. Mr. Beauregard took the number and will contact Mr. Russell.
Peter Hopkins asked about the prices for the generator, further inquiring if “he, Loren and John could go forward with what a package would look like”. Hopkins stated the number one priority is to get one generator that will keep the Town Office operating without interruption. The Town will apply for the Homeland Security Grant in hopes of matching 50% of the cost. Selectmen approved this and encouraged them to move forward.
Budget Advisory Committee - Hopkins presented the Selectboard with three names of residents who are interested in sitting on the BAC. Ken Paulson, Jennie Harris & Christine Long. Selectmen asked that Deb prepare appointments and approach each of these residents.
Road Commission – Administrative Assistant presented the mission to Selectboard as was presented at Town Meeting. Dale Russell, Peter Hopkins as the facilitator, Greg Martus, Mike Merzi, Norm Nickerson, Gary Russell and Duffy Fox have all indicated they would like to sit on this commission. Davidson will have appointments prepared for the next Selectboard meeting.
Loren White asked what the job title was (i.e. DPW Supervisor)? He also asked when the title changed was it changed for a specific purpose? He had concerns that the title of the position may have legal ramifications. White would like to suggest a representative from the Fire Department, Highway Department and Police Department sit on the Committee also.
Day stated that the Town has job descriptions for a DPW Supervisor and a Road Foreman. Discussion followed about what the title of the job actually is.
Hopkins suggested it sounds like some communication may be lacking, he would suggest the Selectboard appoint the committee, have the committee meet and then meet with the Selectboard to make sure the commission is moving in the correct direction.
Zephyr Lake Road – Hopkins reported to the Selectboard that the resident has been served by a Sheriff. Hopkins believes they have 10 days to respond to the court. Hopkins briefly explained the history of the property to bring Wimpory up to date. Hopkins will continue to keep the Selectboard informed.
Office – Hopkins discussed his thoughts about changes to the layout of the Town Offices. He would like the Selectboard’s blessing to continue to do this and bring his findings back to them. Kullgren discussed safety matters. Mr. Wimpory is going to get together with Administrative Assistant on Monday after work to discuss safety options for all Town buildings.
Code Red – Fire Chief, Loren White inquired if the implementation of code red can begin. The Selectboard indicated Chief White could move forward.
John Gryval reported that there is a new School board Chair, Bart Goodeve and John Newman as Vice Chair. Discussion about the possibilities for the schools and the future of the schools briefly followed.
Hopkins discussed Mr. Williams recent inquiry about the property located on Gulf Road between Greenfield and Lyndeborough. Mr. Williams has a desire to build a home but it would be located too close to the town line.
7:00 – Carol Burgess, GRC –
Used Oil Grant - Ms. Burgess is checking into the used oil grant. She needs to get paperwork in, a certificate of authorization needs to be signed and authorized by the Selectboard. Ms. Burgess provided the Board with a copy of the grant application for their review.
Motion by Day to authorize Carol Burgess to act on behalf of the Town of Greenfield in the Used Oil Grant processing with DES. The grant does need the Town Clerk to notarize the document. Seconded by Wimpory. No further discussion. Voted:3-0 in the affirmative. Motion passes.
Kullgren discussed holding meetings on Thursdays and the “glitch” this creates for payroll & a/p. Discussion followed about holding meetings on other nights. No changes to meetings at this time. The Board will attempt to come in on Tuesdays or Wednesdays to sign checks and invoices for processing.
Spring clean up – Ms. Burgess received information about Earth Day and is not sure what to do with this and/or how to proceed. Ms. Burgess was told this is informational only so she does not need to address this paperwork. The ConCom takes care of this.
Incinolet – Ms. Burgess reported that electrician Richard Parks looked at the Incinolet. The burner is burnt out. Ms. Burgess is not sure what needs to be done with it, should it be replaced. Options were discussed: port-o-potty; Destroy-o-let etc. Selectwoman Day mentioned that there is no water at the recycle center. Hopkins stated from a safety standpoint, there should be an alternative set up for water installed. Neal Beauregard suggested a line be installed from the Highway. Resident Mark Long suggested doing a mobile water setup. Hopkins stated he supported Mr. Beauregard idea, asking that he research what it would entail and report back to the Selectmen. Administrative Assistant was asked to leave a note for Neal
regarding the water line. Davidson reported an eye was station was purchased in 2010, with a grant. The eyewash station should be installed. Davidson was instructed to ask Allen & Mathewson what their options for a “destroyolet” involve.
Trailers – Regarding the storage trailers at the recycling center, Burgess reported that one leaks and the roof is caved in. The second trailer also has a roof that is caving in, although not as bad. Neal & Carol have worked on getting someone to haul them away and exchange them for two other trailers that are usable. Burgess asked the Board if exchanging them was acceptable. Wimpory asked if the trailers are
used? Day stated they are used for storage only. Wimpory further asked if anyone has looked into the cargo boxes. Discussion of options followed. Burgess will research options and research having the old trailers removed.
Insurance – Administrative Assistant reminded Ms. Burgess to submit her insurance forms; they need to be submitted in order to qualify for insurance on April 1. Burgess stated she would bring them to the office on Friday.
Other matters:
Chief White asked the Selectboard if, as a Dept. Head, would they like to receive notice of items in need of attention. He is looking for an opportunity for the Board to be brought up to speed and not put items on hold for a week or more. He would like this tool used as an opportunity to allow the Selectboard to be able to more expediently respond before a meeting.
Resident, Ed Anderson asked the Selectboard who would be replacing Jarvis on the Planning Board. Kullgren explained that Mr. Wimpory has agreed to the possibility, however for a while Kullgren & Wimpory may be rotating as ex-officio until Mr. Wimpory becomes comfortable.
Resident, Mark Long spoke about his desire to get involved in the Town. Mr. Long believes he can add a lot to the Town but he is not ready to run for office. He has offered to volunteer his time, but is not necessarily interested in budget or roads. Mr. Long explained his background. He is a biologist at Harvard and works in environmental health. In his view the Town needs an advocate committee assuring that technology is coming to Town. He believes the Town needs an organized effort to bring technology to Greenfield.
Motion by Kullgren to establish a technology committee to research and investigate the infra-structure and investigate the future and current needs for the Town of Greenfield. The committee will then report back to the Selectboard at a future date. Seconded by Wimpory. Discussion regarding the Committee followed. It was determined the committee should consist of 5 members. Mr. long will be the first member of this committee. Voted 3-0 in the affirmative. Committee is so formed.
Neal Beauregard stopped back in and reported to the Board he contacted Dale Russell and discussed what is currently on the table for the skid steer, asking Mr. Russell for a price. The original price for the Bobcat skid steer remains and he will move forward.
Sign Documents for Approval:
A/P Invoices
P/R Checks
Vacation request – Neal Beuregard 3/4/11 – approved.
Conservation Restriction Assessment PA-60: Map R6 Lot 27, .07 acres – Phillip Dubois – approved.
Appointments to Budget Advisory Committee – an appointment for Gary Russell was signed. The three names Mr. Hopkins provided will be prepared for the next Selectmen’s meeting.
Intent to Cut Timber – R10-7 – Administrative Assistant is to inform the property owner that there is a road weight limit posted. The owners need to contact the Highway Dept. to discuss the hauling. Selectboard would like to require a road bond for this project. Administrative Assistant will contact the property owners, and research procedure and policy for road bonds.
Oak Park Rental – EFTA 8/20-8/21/11
Primex Human Resource Academy – 4-session course – Selectmen declined this request.
TA/Manager Luncheon – Peterboro Town Hall 3/30/11 – Selectmen approved this request.
Other Matters:
Mail - Misc. mail was reviewed.
Personnel Policies – Selectwoman Day provided copies of her changes to the personnel policies. This will be tabled until the next Selectmen’s Meeting to allow Mr. Wimpory opportunity to review the proposed policy.
Meeting House Clock – Mr. Beauregard is meeting with Jarvis Adams tomorrow at 7:00 am to learn how to care for the clock and the streetlights.
Maintenance/Recycle Position – This position will not be advertised at this time. The highway crew will take care of maintenance matters for the time being, allowing the part time recycle person an opportunity to aclimate.
Graffiti at Oak Park – Several complaints have been received. Kullgren received a letter and instructed Mr. Beauregard to see what is needed and that the graffiti is to be removed.
DPW Super Hiring and Road Commission - Appointments will be prepared for the next Selectmen’s Meeting.
Tax Anticipation Note (TAN) - Motion by Kullgren to vote to authorize the Treasurer, Katherine Heck to apply for a Tax Anticipation Note for the FY2011. Seconded by Selectman Wimpory. Discussion as to how much can be borrowed followed. Voted 3-0 in the affirmative. Motion passed.
GIVers Insert for Spirit – Selectmen approved the GIVers stuffing an insert into the next issue of the Spirit.
Misc. Items - Mr. Wimpory discussed the following concerns he has. Security of buildings, taxes & revenues and phone expenses were discussed. Next week Selectmen would like an opportunity to allow Mr. Wimpory to meet the Tax Collector, Treasurer and Catherine Shaw. Mr. Wimpory will contact Administrative Assistant to discuss security options & phone options.
Minutes - Kullgren recommended that the minutes be read at the beginning of each meeting. Selectmen all were in agreement with this.
Agenda – Kullgren recommended the Agenda be set and finalized no later than noon on Tuesday. If someone wants to be on the agenda and have not made the appointment by noon on Tuesday, they will be on the agenda the following week.
Complaint forms – Selectmen discussed having a complaint form. Administrative Assistant stated that there is currently a complaint form in place; it has been used only a few times. Complaints and/or compliments must be in writing and signed to be addressed. Day suggested the form be placed on the Town website. Davidson will send the form to Day, who will in turn put this info in the Spirit.
Open Mike – Kullgren discussed when someone drops in to a meeting, they can speak for a brief time. Otherwise they need to get on the agenda prior to Tuesday of the meeting week. This would allow an opportunity to let residents air their concerns, praise etc. to the Board. This time would be limited to 15 minutes. Discussion regarding this “open mike” idea followed. It is up to the Board to decide if this is appropriate or not. No final decision at this time was made.
Meeting House - Day reported Dorene Adams called her to discuss a few concerns with the Meeting House.
· After Town Meeting the doors to the Meeting House were left open, lights were on. Day asked who is responsible for the building after town meeting. It was discussed and determined it is the responsibility of the Town Clerk and/or Moderator to assure proper security of the building.
· Town Meeting House Rental form states no tape, Mrs. Adams noticed that the Town Clerk had taped things on the wall on voting day and removal of the documents ripped the new paint. Day stated the Town should follow their own rules.
· Cleaning the Town Hall – Mrs. Adams would like permission to clean and organize the Town Hall. She also offered to be the overseer of the Mtg. House. Selectmen approved this request.
Wimpory asked if there is anything the other Board members could share that would help him in the transition into Selectman. Discussion followed.
Adjournment – With no further business the meeting adjourned at 9:40 pm. The next scheduled Selectmen’s Meeting will be held on Thursday, March 24, 2011 at 6:00 pm.
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