Town of Greenfield
Selectmen’s Meeting Minutes
Thursday – March 24, 2011 – 6:00 pm
Present: Selectwoman, Karen Day; Chairman, Aaron Kullgren; Selectman, Robert Wimpory
Minutes: Debra Davidson taking minutes.
Appointments:
6:15 – DPW Interim Supervisor, Butch Leel –
Grader - Leel reported to the Selectboard that the Grader is in need of repair. The transmission is having some problems. The Grader is scheduled to be taken to Nortrax in Concord next week. Nortrax will look at it, there is a $500.00 fee for them to give us a quote, and they will tell Leel what is wrong and what the best action to take is. Leel has arranged to take the Grader to Concord on a low bed. Cost for transporting is $300.00 each way.
Old Lyndeborough Mtn Road – The DPW has received notification that the bridge needs to be posted on both ends, this will be taken care of.
Wetlands Bureau – The notice is going to be held for a week, the Wetland Bureau stated no check was included with the application. The check was included on this end, so they are looking into that on their end.
Water at Recycling Center – There will be a cost estimate provided to install water. There is a line that in the past was used 3 seasons. Discussion followed. Leel will get back to the Selectboard with his findings.
Skid Steer – Bobcat indicated the new machine should be at their facility in Chichester NH in approximately 10 days. The Town should have the machine in approximately 3 weeks. A demonstration was presented. Ms. Burgess did very good with the demo. All the highway crew will be trained and get certificates as well as Burgess.
Part-time employee for DPW – This position is needed; the employee will take care of town buildings, flagging etc. Discussion followed as to what the needs of each department may be. No decision was made at this time regarding this position.
Application – Leel stated he would like to use his old application to apply for the DPW Supervisor position. Selectmen discussed this and encouraged him to fill out a new application.
Recycling Center – Leel reported that Burgess has reached out to him for ideas for the recycling center. Leel will provide her with his thoughts; one thought is the flow of traffic should be redirected.
Incinolet – Davidson explained her research. Davidson was instructed to contact Mr. Parks and provide him the info and the owner manual she has found.
6:30 – Bob Grumbeck & Dave Hall – Grumbeck discussed his parking plan for Greenfield Corner Properties asking for guidance in solving parking issues for the property. He further explained his presentation to the Planning Board. He is working with the Fire Department and Building Inspector to be clear exactly what is expected of everyone. Grumbeck explained when going before the Planning Board they have been asked to make sure a solid plan for parking is in place. In doing research has found the Town had made provisions for parking in the back parking lot. Grumbeck is asking for permission to create a formal plan to utilize the parking area at the waste water system. Discussion followed regarding actually installing a curb for the buffer at the corner of Slip and Forest Road. The
original downtown improvement design called for this curbing. In the event of significant financial change the Town may have as a result of the use of the wastewater parking area, Mr. Grumbeck has agreed he would revisit this arrangement with the Selectboard. A lengthy discussion followed.
Day discussed the swale that is down in the area of this proposed parking.
Grumbeck stated that the swale is there. The storm drain also flows to that area; there is an area to the left that is dry. Grumbeck would like a path, not a road. They are due to go back to the Planning Board on the April 11th, so he is looking for an answer from the Selectboard relatively quickly.
Wimpory will be at the Planning Board meeting on Monday, March 28, 2011 and will discuss this.
Kullgren stated that he thinks we can come to an agreement.
Davidson was instructed to check out the liability of this arrangement with LGC to see if there is an impact on the Town, if this comes to fruition. Davidson was also instructed to reach out to other towns to see what they do for parking matters similar to this.
7:00 – Josh Boisvert – Martial Arts program –
The meeting began with Kullgren discussing concerns of background checks. Boisvert’s references checked out wonderfully. Discussed a layout for the Spirit and getting the information to the school kids.
Motion: Wimpory motioned that the Japanese Martial Arts for Kids, further known as Tai Jujitsu, shall start a program in the Town of Greenfield. Seconded by Day & Kullgren. Discussion followed as to the importance of this program. Voted: 3-0 in the affirmative, motion passes.
Boisvert anticipates a start date sometime in the middle of April.
7:15- Open Forum – In an effort to let the residents know of this time slot. This will be posted on the Town website, the post office, at Delay’s Market and the Town Office.
7:45 – Tax Collector, Kathleen Valliere – Selectmen Day & Kullgren introduced Valliere to the new Selectman. They extended their appreciation of the tax collector. Valliere discussed tax laws and improvements of collection of taxes in years past. Valliere welcomed Wimpory.
8:00 – Town Clerk, Edith Sleeper & Deputy Town Clerk, Fran Kendall – Selectmen Day & Kullgren introduced the Town Clerk & the Deputy Town Clerk. They both welcomed Wimpory to the Selectboard.
Sign Documents for Approval:
Invoices - A/P Invoices were approved
Checks A/P Checks were approved
Memorandum of Understanding – Davidson presented a MOU for the Community Suppers. Discussion regarding assurance the Town is not in an adverse position and this will have no cost on the town followed. The MOU was not signed at this time. Selectmen would like to meet with Kathleen Bassett to discuss these suppers again.
Town Hall Rental – Community Suppers – this was not signed at this time.
Minutes – Davidson read the minutes aloud. The following amendments were made:
All references throughout the minutes of “Mr.” will be removed.
The word “alternation” will be changed to “first meeting”
Re: Skid Steer – “than others” will be inserted after $11,000 less
Re: Generator – “They” will be replaced with “The Town”
Re: Road Commission – “AA” will be replaced with “Davidson”; “committee” will be replaced with “commission”; “Forman” will be replaced with “Foreman”
Re: Motion by Day – two sentences will be created between “processing with DES” “needing the Town Clerk to notarize documentation”.
Motion: Motion by Chairman Kullgren to accept the amended minutes. Seconded by Wimpory. Voted 3-0 in the affirmative.
Code of Conduct – Selectboard signed a newly executed Code of Conduct for Selectboard meetings.
Roadside Roundup - Selectboard signed the request for “free blue bags” in support of Earth Day for the Conservation Commission.
Other Matters:
Mail - Misc. mail was reviewed
Personnel Policies – Revised Personnel Policies were reviewed and discussed.
Motion: Motion by Day to accept the Personnel Policies & Procedures Manual as written. Seconded by Wimpory. Discussion followed as to when this new document is expected to be signed by employees. The policy will be sent to Town Counsel for review. Employees will be provided the revised policy at a later date. A revised version will be provided to the Selectboard for signatures next week. A meeting with the employees will be scheduled after revisions have been reviewed by legal counsel. Voted: 3-0 in the affirmative. The document needs multiplier for the sick days.
Motion passed to accept the revised document as written.
DPW Super Hiring and Road Commission - Appointments were signed for the following residents; Greg Martus, Peter Hopkins, Norman Nickerson, Gary Russell, Mike Merzi and Duffy Fox.
Technology Committee - Resident, Mark Long was appointed to this committee. Long will seek out other residents to sit on this committee.
Clarification – Administrative Assistant, Deb Davidson clarified that the Town had done the paperwork for the Used Oil Grant in the past. The Town did have authorization to apply and expend this grant. The initial authorization for the former Recycle Supervisor was signed and a motion was passed in April 2008. Documentation is in the office and upon request is available for review.
Davidson also wanted to clarify a computer password concern. After some research, the password Davidson had for the DPW e-mail was the only password she had ever had. The DPW password had been changed quite some time ago. Research revealed it was changed by a previous highway employee. Davidson had never been provided the new password, therefore the password she had was the only one she ever knew of.
Carbonite Backup – Administrative Assistant, Deb Davidson reported the Carbonite back up has been un-installed twice and has needed to be reinstalled. Davidson was instructed to research what other towns use a Carbonite back up and if they have had this problem. Selectmen questioned how would this happen, and asked why the IT person did not have an answer why this happened. Davidson was further instructed to contact Carbonite and discuss this with the company.
Road Bond Update – Davidson discussed the information she has received from the Department of Revenue Administration (DRA), Timber Tax Department. Davidson provided the Selectmen with the Road Bond information she obtained from DRA Timber Specialist, Jessie Bushaw. Davidson also spoke to the resident who has applied for this timber cut, who assured Davidson that no timber is going to be removed from their property until late summer. The property owner will contact the DPW before any trucks go over Mountain Road. If a bond is needed, they will cooperate.
Mountaineers Agreement – Selectmen requested an e-mail draft of the agreement. Selectmen read a letter written by Neal Brown. Mr. Brown is requesting to be involved with the negotiations and details of the agreement. Discussion followed. Administrative Assistant was instructed to provide a copy of the current draft contract to the Oak Park Committee.
Library – Wimpory discussed having the DPW do the necessary repairs at the library, reaching out to volunteers for some of the manual labor.
Incinolet – As instructed, Administrative Assistant contacted Tim Allen of Allen and Mathewson to discuss a “destroilet”. Mr. Allen was unable to assist her with this. Davidson did some research on the current Incinolet. Davidson further spoke with the company, who indicated it runs similar to a clothes dryer, and that an electrician should be able to repair it. However, it does need to be cleaned on a regular basis. Discussion followed. Kullgren suggested she provide Mr. Parks with the information she has.
Bank Signature Cards – Davidson was instructed to e-mail both Wimpory & Kullgren, reminding them to stop at the bank before noon on Saturday to sign the signature cards.
Agenda – Kullgren reminded Davidson to e-mail the agenda on Tuesday by noon.
Job Descriptions – the Selectboard approved Job Descriptions as written for the DPW Supervisor & DPW Foreman.
Meeting Time - Selectmen will be changing their meetings beginning the first of April. Meetings will start at 6:30 pm, appointments to be scheduled starting at 7:00 pm. Discussion followed regarding holding Selectmen’s meetings on a bi-weekly basis as summer approaches.
Adjournment – With no further business the Selectboard meeting adjourned at 9:16 pm. The next Selectmen’s Meeting will be held on Thursday, March 31, 2011 at 6:00 pm.
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