Town of Greenfield
Selectmen’s Meeting Minutes
Thursday – April 21, 2011 – 6:30 pm
Present: Selectwoman, Karen Day; Chairman, Aaron Kullgren; Selectman, Robert Wimpory
Minutes: Patricia LaPree taking minutes.
The meeting was called to order at 6:30 PM by Chairman Kullgren.
Peter Hopkins reported to the Board that Mr. Vincent has responded to the court that he wants a jury trial, and he will represent himself pro-se.
The minutes from April 7 2011 were read and the following amendments were made:
Line 13: add “newly elected”
Line 16: replace “a town” with “to the Town”
Line 25: replace “”willing” with “the use of”
Line 30: add “has”
Line 31: replace “did provide” with “gave”
Line 32: add semi-colon and “Weeks”
Line 34: add “The”
Line 36: add “enrolled in”
Line 42 delete: “and the company is located in Henniker”
Line 43: add “the”
Line 51: delete “had”
Line 52: add end parenthesis
Line 59: add “The”
Line 61: delete “asking”; add “to be sponsors”
Line 69: add “needs to be done”
Line 116: delete “e” from “Irvine”
Line 132: delete “disciossed”, add “discussed”
Line 137: add “that”
Line 139: add “The”
Selectman Wimpory made the motion to accept the minutes as amended, seconded by Chairman Kullgren and voted in the affirmative 3-0.
Appointments:
7:00 – Robert Grumbeck of Greenfield Corner Properties (GCP) came in to discuss the Memorandum of Understanding (MOU) that has been submitted to the Board. He requested continued input form the Board about issues related to parking in the municipal lot for the residents and patrons at 4 Slip Road. The amended MOU was provided to the Board, with the Date updated and the addition of “Greenfield Corner Properties agrees to reimburse the Town for reasonable cost associated with use”. Day asked for clarification regarding what is “reasonable”. GCP agreed to amend the MOU to read “reasonably agreed upon costs”.
Selectman Wimpory stated a concern about liability for the Town in the parking lot if some one were to slip and fall, or if a tenant damaged the parking lot with leaking car fluids. Wimpory asked GCP for a clearly stated policy of insurance to address a slip and fall situation, and that the MOU clearly state who will be responsible to repair damage to the municipal property. Discussion followed about whether it would be good for GCP to lease a specific number of spaces from the Town, so they can be clearly marked, and a lease contract between GCP and the Town could address these concerns. GCP will write up the amendments to the MOU and Town Counsel will consult directly with the GCP attorney as to how to proceed with any leasing option. Wimpory requested that the amended MOU be sent to the board for
review before the next meeting, GCP will pay 250.00 toward the legal costs associated with the finalized document. Wimpory stated that he does not want the Town to make any lease cost cumbersome to GCP, but thinks it is a way to make a better contract between the Town and GCP in order to protect both interests.
Grumbeck also discussed the septic design and waste water treatment usage for the building at 4 Slip Road and at 771 Forest Road. Grumbeck said that the potential square foot usage of the buildings is 5000sf. The apartments are 13 bedrooms in total and the restaurant will have a seating capacity of 75. Grumbeck states that this is not formally addressed in the current septic design for the municipal waste water system. Wimpory asked if there are any residents that are not now using the system who might want to do so in the future, and how that would be handled. A resident who is in close proximity to the system has formally opted out of using the system. There is one other vacant building that has been unoccupied since a fire there several years ago. Grumbeck stated that when Mr. Carbee came to the Town
in 2004 with usage information and septic design for the system by Carbee’s Corner, the Board at that time decided to wait a year before finalizing the septic design, and that never happened. Grumbeck stated that the waste water system will accommodate the usage but that it needs to be finalized by the Town before the usage commences.
Grumbeck also formally apologized to the Board, and the Town for the article that appeared in this week’s Leger-Transcript stating that Malarkey’s would be moving in to 4 Slip Road. Grumbeck said that this is not a done deal, and that he is in negotiations with several businesses. He assured the Board that he will let them know when he has leased the restaurant and keep them in the loop .He also said that they will be naming the property “Greenfield Meeting Place”. Wimpory asked what the procedure is for the restaurant to get a liquor license, and Grumbeck stated that after application has been made to the Liquor Commission, the Liquor Commission consults with the Board before issuance and the Board has fifteen days to respond.
Decision: The Select board will either meet with Jim Cruthers or get a letter from him to get the clarifications requested by GCP, and then finalize the MOU to reflect actual potential usage of both the parking spaces and the municipal waste water system. GCP will contribute 250.00 toward legal fees in order to finalize the MOU and sign it at the next Board meeting.
7:35 – Open Discussion. Gene Mitchell reported to the Board what he had found out about the trailers at the Greenfield Recycling Center. He stated that they are not repairable, and it would cost between $1200. And $1400. to repair a roof, per Barry Fulton. Mitchell said that Fulton recommends purchasing stackable cargo containers that are impervious to the weather. Select woman Day stated that she believes that Carol Burgess has found a place that will take away the two bad trailers and provide the Recycling Center with one good trailer. Kullgren stated that it’s possible that the revenues from the Recycling Center may make it possible to purchase cargo containers in the future. Wimpory commented that if it were possible to purchase one a year over several years that would be good.
Cruthers has reviewed the Incinolet manual and reported to Kullgren that it needs to be cleaned, a bearing replaced and the voltage light checked. The unit basically runs like a clothes dryer and can be fixed by any electrician. Wimpory states that it needs to be fixed as soon as possible, because Burgess having to use bathroom facilities off site is unacceptable and has gone on for too long. He said that the Board should formally thank Burgess for putting up with the situation for so long. The Board authorized the repair of the Incinolet by K A Electric. To address the lack of water at the Recycling Center, Burgess will be instructed to purchase a five- gallon container with a spigot, such as used in camping, and she will be reimbursed for the cost.
Decisions: The Board asked Mitchell to get actual prices on the cargo containers and more information on their specifications. Mitchell will be out of town after 4/26, so he will give the phone number for the information to Administrative Assistant Davidson and Day.
Carol Burgess should move forward with getting the usable trailer exchanged for the two unusable ones. Davidson will instruct Burgess to purchase a five- gallon container for water. Day will inform Burgess of the decisions.
Davidson needs to contact K A Electric to have them fix the Incinolet
7:50 PM: Gil Morris reported to the Board that the Capital Improvement Plan (CIP) for 2011 is done and the CIP for 2012-2022 will be completed by October 1, 2011. Kullgren commended Morris on his work with the Planning Board and on the CIP. Morris let the Board know that he will be resigning form the Planning Board in August, or when the cell tower issue is done, due to other commitments. The Board expressed their regret at his decision and thanked him for his hard work.
Decision: The Tax Anticipation Note meeting for April 26 has been postponed due to some issues that need to be addressed before the meeting. Kullgren will contact Catherine Shaw to determine what to do about the TAN issues.
Wimpory expressed concern about security in the Town Offices, especially after hours. He reported that when he and La Pree were in the office after 5PM last week, all of the Auditor’s documents were left on the table in the meeting room and the door was open. He noted that even though the exterior door was locked after 5, the meeting room door should have been locked as well. He wants security to be tightened in the Town Office for everybody’s sake, and that all employees should be mindful of it at all times.
Kullgren gave a report to the Board as the representative on the Road Commission. The Road Commission has narrowed the field of applicants down to five candidates. The members have all generated a list of questions for the candidates in their first interviews, and will meet on April 28 at 5:30 to compose a list of ten questions to provide to the Board. The Commission members also want to sit in on the interviews and give their feedback to the Board after each interview. The Board is not in agreement with this; they feel it would be intimidating for the candidates to have other people sitting in on the interview along with the Board. In addition, the Board would like only six or seven questions for the first interviews, and only three or four for the second interviews.
Decision: Members of the Board will try to meet with the Road Commission on Thursday, April 28 to speak with them about their decision to not have Commission members in the candidate interviews, and the number of questions needed for each stage of the interview process. Kullgren will attend the meeting as the Board member on the Commission.
Sign Documents for Approval:
A/P Invoices. Not all were signed. The Lexis/Nexis cost of $350.00 for RSA books were not approved because the Town does not need to have them by law, and the RSA information is available on line at www.courts.nh.gov.
Request for purchase of the Heart Chart was tabled. The Board thinks this should be done by the instructor of the exercise class rather than the Town and wants more information from Davidson at the next meeting.
Wimpory asked about the high cost of boots for an employee that was approved last week. Day suggested that they might want to consider a policy change that would pay a stipend to employees toward the purchase of protective clothing, rather than the Town paying it all.
Decisions: All department heads will meet with the Board at a future date to discuss this line item cost. The DPW supervisor will be instructed to inform his employees of the amount allowed in the DPW budget for protective clothing to promote frugality in their spending. Day will inform interim DPW Director Leel.
Davidson will provide information to the Board about the reason for the Town to purchase the Heart Chart versus the instructor of the exercise class.
A/P Checks: All were approved by the Board and signed by the Deputy Treasurer.
Code Red Agreement: Kullgren signed it.
Oak Park Rental: Baby shower, no charge only using the pavilion. This was approved.
Other Matters:
Mail: Misc. mail was reviewed.
Personnel Policies: Tabled until a future meeting.
Meeting House: 4/1/11 Service Call to Allen & Mathewson invoice reflected bad stack relay
Ballet Camp: Proposal from Ballet Instructor, Laura Horne to provide a dance camp during the summer. This was approved.
Francestown Land Trust: The closing is tentatively scheduled for June 2, 2011 at Selectmen’s Meeting. The deed has a date of 05/2011. The date needs to be changed to reflect the actual closing date and the Board has to sign it in front of a Notary. Davidson is a Notary.
Decision: Davidson will fix the date on the deed and provide it to the Board for their signature at the next Board meeting.
8:45 PM: Chairman Kullgren made a motion to enter into non- public session, personnel matters, per RSA 91A: 3 II (b). Seconded by Day. Voted in the affirmative 3-0.
9:24 PM: Motion made by Kullgren to seal the minutes of this non-public session. The motion was seconded by Day and voted 3-0 in the affirmative.
9; 25 PM: Motion made to come out of non public session made by Kullgren, seconded by Day and voted in the affirmative 3-0.
Decision: Schedule interviews with the five candidates chosen for the DPW supervisor position as recommended by the Road Commission for the May 5, 2011 Board meeting in thirty minute intervals, starting at 5:30 PM. Davidson will contact all the candidates and schedule the times. Davidson will send a reminder email to Wimpory that the 05/05/2011 meeting starts at 5:30.
Adjournment the meeting was adjourned at 9:27 PM by a motion made by Day, seconded by Wimpory, and voted in the affirmative 3-0.
The next Board meeting will be Thursday, May 5, 2011 at 5:30 PM.
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