Town of Greenfield
Selectmen’s Meeting Minutes
Thursday – March 31, 2011 – 6:00 pm
Present: Selectwoman, Karen Day; Chairman, Aaron Kullgren; Selectman, Robert Wimpory
Minutes: Debra Davidson taking minutes.
Kullgren opened the meeting at 6:00 pm.
Davidson read the minutes of March 24, 2011.
Motion: Motion by Kullgren to accept the March 24, 2011 minutes as written. Seconded by Day and Wimpory. Voted 3-0 in the affirmative. Minutes accepted.
Appointments:
6:15 – Interim DPW Supervisor, Butch Leel –
Grader – Leel discussed the grader needs transmission repair. The cost is $13,551 to replace parts with a 90-day warranty or $23,000 to replace the transmission with a 12-month warranty. There are currently no logs to indicate what maintenance has been done to the grader. Leel discussed maintenance logs. There are now daily, weekly, monthly and seasonal logs being kept.
Decision by the Selectboard to authorize Leel to move forward with the $13,551 repair, with a 90-day warranty. Leel will prepare a Purchase Order for the transmission repairs needed for the grader.
Department of Environmental Services (DES)- The DES contacted Leel, they found the missing check. They are currently reviewing the application; per statute the DES will get back to the town within 75 days.
Pipe failure – Swamp Road has two culvert pipes that have failed. One is a cement pipe and one is a metal pipe. Day stated Dennis McKenney was working on this in the past. Leel will look into this. Leel stated they have been temporarily repaired.
Water at recycle center – Leel provided a cost estimate of $1,500.00, if a flush toilet is to be installed, a 1000 gallon holding tank is an additional $865.00. Discussion followed. Wimpory stated he would prefer to see the Incinolet (toilet) repaired.
Graffiti – When a good day is upon us, the DPW has the paint for the (Oak Park) building. Selectmen would like the graffiti to be temporarily removed no matter what; it can be redone in the summer.
6:30 – South West Regional Planning Commission, Tara Germond – Ms. Germond presented the Energy Technical Assistance and Planning for NH communities (ETAP) program. This is a free technical energy evaluation. Germond provided a brochure of the program. This is a no cost program, with the exception of time spent at a few meetings. The initial meeting would gage what is wanted or needed for our community. The program also offers assistance through the planning department. Adding an energy chapter to the master plan, assisting with Capital Improvements Plan (CIP) and encouraging the town to become a more energy efficient community. They can provide an energy use-tracking tool, free for the lifetime of the program. The tool can also work with vehicles, not just buildings. She will invite us on April 28, 2011 to an energy forum seminar. This seminar is going to be offered to educate local officials of what each community is doing to preserve energy.
Day commented that Germond should meet with the Energy Committee, and share the data that the Energy Committee has to date. Day also stated that an infrared study has been done. It was also noted this program has the ability to do a gap analysis.
Selectmen thanked Ms. Germond for her presentation.
6:55 – Kathleen Bassett – Selectmen invited Ms. Bassett to the meeting to discuss the Community Supper. Bassett reported there have been two good suppers so far. The first one was a cost of approximately $88.00 to put on. There were 26 diners and 6 helpers. The second supper had 20 diners and 7 helpers. Bassett discussed she does have a problem, as she has had some life changes and will be relocating. She is looking for someone to assume the responsibility of coordinating the program. The GIVers are busy so they are unable to take over the project. Bassett is asking for the word to be spread that she is looking for a new coordinator.
Wimpory reiterated what is taking place. He does want assurance this is not costing the town anything. Proposed a lock box for receipts and donations. Discussion followed.
Bassett indicated she will announce tomorrow will be the last supper unless someone steps up. She will instruct them to contact either Davidson or herself.
Selectmen thanked Ms. Bassett for this information.
7:15 – Open Forum – There was no public discussion at this time.
7:15 - Roads Commission – Selectboard invited the Roads Commission to meet with them and discuss moving forward. Mr. Merzi asked to discuss the grader and the problems with the transmission.
Discussion followed regarding the metal chunks that have been found in the transmission. Wimpory explained it was taken to Nortrax; the Town has received two prices $23,000 and $13,000. Wimpory also explained the Selectboard has discussed this matter and decided to go with the $13,000 with a 90-day warranty. Duffy Fox stated that this machine only has approximately 3200 hours, after 500 hours a maintenance service was supposed to have been done. There is no log to be found to verify what maintenance has been done. Wimpory explained there is now a log. Nickerson asked Fox what is his experience with this machine was, and if it is worth the extended warranty or is the $13,000 fix the best option. Fox responded in his opinion this is very early to be having transmission problems, he also stated winter
is the hardest on equipment. Selectmen stated they gave Leel authorization to move forward with the $13,000 repair. It was suggested to ask for all old parts to be returned. Davidson was instructed to let Leel know this.
Kullgren discussed the vote of the Town Meeting to form a Roads Commission. The Commission should consist of members of the community, a Selectman & the Highway Supervisor. The Commission will continue until dissolved by a Town Meeting vote. Kullgren will sit as the Selectmen’s Representative. As clarification, Hopkins will be the facilitator of this Commission going forward. There are currently 9-members of this Commission. It will remain a 9-member Commission.
The first step for the Commission was discussed; reviewing resumes and applications was discussed. Hopkins discussed reviewing the job description should be the first step. Hopkins recognized the Commission is only making recommendations, understanding the Selectboard has the final decision. Hopkins would like to know what neighboring DPW’s have as responsibilities (i.e. town buildings, roads etc.). After that is established, then the Commission will review applications. A closing date to accept applications needs to be established. Discussion followed.
The first portion of the first meeting will be discussing the job description; the second portion of the meeting will begin with reviewing résumé’s. Administrative Assistant, Davidson to take minutes. Date and time of the meetings was discussed.
Gary Russell recommended advertising the position once more, with the ad having a closing date. Everyone agreed to this recommendation, a closing date will be April 12, 2011, at 5:00 pm. The first Roads Commission meeting will be held Thursday April 14, 2011 between 5:30 pm – 7:00 pm, with Kullgren being the Selectman’s representative. Weekly meetings will be held until a candidate is chosen. The second meeting will be held April 21, 2011 between 5:30 – 7:00 pm. Hopkins asked how much could he utilize the town staff? Selectmen stated that the Commission could utilize the Administrative Assistant as much as necessary.
Davidson asked about the Commission and those sitting on the Commission, specifically asking about those who may work for the town and want to apply for the position. Discussion followed. For the time being, there will be no representative from the highway department during the hiring process. Taking into consideration those from the highway department who may choose to apply for the position.
Hopkins asked the Selectmen how they envision this job? Selectmen consider this position to be one of overseeing all town properties, equipment, roads & buildings. The chosen applicant will take care of maintenance of buildings and grounds, but not oversee the staff or the operation of the buildings. Discussion followed about the possibility of merging the DPW & Recycling Center into one department. No decision was made at this time.
Hopkins asked what shortcomings have transpired and how can they avoid the same mistake in the future?
Kullgren acknowledged what comes to mind, though he has no information, he has seen no difference in County Road. The only thing that Kullgren noticed was a lack of communication.
Day agrees communication is high on the list. Day stated she would ask for experience with letting people go, as well as being a Road Scholar. Day believes training is important, cross training is also important. Fox asked as far as training, he would like to hear from the Board how many classes per year they consider reasonable.
Gary Russell commented he tries to take 2 or 3 classes per year. Discussion as to how long it takes to become a Master Road Scholar followed.
Davidson was asked to e-mail everyone the time and date of the first meeting. The first Road Commission meeting will be on April 14, 2011 at 5:30 pm.
8:44 – Mark Long (not on the agenda) – Mr. Long discussed he has some interested residents in the Technology Committee. Discussion followed, no decisions were made. Mr. Long will be on the agenda for April 28th.
8:50 – Planning Board Update - Selectman Wimpory reported that his first meeting as the Planning Board ex-officio went well and was very interesting. He would prefer to be the ex-officio, rather than alternate the position. He has realized it is very important to have continuity. Wimpory discussed what took place at the Planning Board meeting with regards to the cell tower application on Zephyr Lake Road and Gould Hill Road.
9:40 pm – In accordance with RSA 91A:3 II (a) personnel - Motion by Kullgren to enter into a non-public session. Seconded by Day. Voted 3-0 in the affirmative.
At this time Administrative Assistant, Davidson was excused from the meeting. Day will take minutes.
Sign Documents for Approval:
A/P Invoices – Selectmen signed accounts payable invoices.
P/R Checks – Selectmen signed payroll.
Memorandum of Understanding (MOU) – Community Suppers – was not signed at this time.
Town Hall Rental – Community Suppers – was not signed at this time.
Minutes – Minutes of 3/24/2011 were accepted.
Vacation Request – Davidson April 21, 22 & 25 – Vacation time was approved.
Intent to Cuts – Roger Williams R9-50 – Intent to Cuts were approved.
American Tank Management, Inc – Quote to install missing tube & defunct monitor. This quote was not signed at this time. Davidson was instructed to provide the information to Mr. Leel. Leel will contact American Tank Management and see if he can get a better price.
PA-29 – Application for elderly exemption was approved.
PA-35 – Assessing officials decision of elderly exemption application was approved.
State Park Grant for the Police Department – Selectman Kullgren requested that Corporal Roberge see him to discuss this further.
Meeting House Rental – PTO Yard sale – May 14, 2011 - This rental request was approved.
Insurance Co-Pay – Selectmen signed the annual co-pay amount form.
MS-2 – 2011 Budget as approved by Town Meeting vote was approved.
Other Matters:
Mail - Misc. mail was reviewed.
Personnel Policies – Day wanted to discuss the Personnel Policies she had proposed. She has not provided it to Town Counsel yet. Day indicated Davidson provided copies of Town of Hopkinton’s policies, which had some changes other than what the Town of Greenfield was proposing. Day would like to update Greenfield policies to mirror Hopkinton. Selectmen discussed the changes Day has proposed. Selectmen agree with her suggestion.
Carbonite Backup – Davidson reported, as instructed to do, she contacted Carbonite directly. They had no explanation as to why this problem may have taken place. They suggested, perhaps a “glitch” with the server. Davidson has a name of another IT representative. Davidson was instructed to talk with this IT person.
Job Descriptions – Davidson reported after speaking with the Local Government Center, LGC indicated that a weight limitation of 50 lbs seems reasonable.
Certificate of Insurance – Greenfield Elementary School (GES) – In an effort to hold some baseball practices in the GES gym, a certificate of insurance must be provided. After a brief discussion this request was approved.
Memorandum of Understanding (Greenfield Corner Property) – the person in the office at Primex who handles this is out of the office all week; someone will be in touch with Davidson on Monday. One concern was there is nothing that indemnifies the Town of Greenfield. The MOU was not signed at this time.
Miscellaneous Town Services – Selectmen discussed the cost of cleaning services, groundskeeping and other miscellaneous jobs. Options were discussed. No decisions at this time. Davidson was instructed to provide the Board with a one-page outline of exact costs associated to these various services.
Front Point Security – Wimpory presented a verbal quote for a wireless security system for Town buildings. The cost would be $42.00 / month / building. Discussion followed. A quote will be provided for review and comparison. No decision made at this time.
Time Card Adjustment – Selectmen discussed an employee who had requested time worked, not be paid until a later date. This is in an effort to not go over hours authorized to work. Discussion followed. Selectman Kullgren stated by law, an hourly employee must be paid in the weeks they worked. If this happens again a warning will follow.
Adjournment – With no further business the Selectmen’s Meeting adjourned at 9:40 pm. The next meeting will be Thursday, April 7, 2011 at 6:30 pm.
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