Town of Greenfield
Selectmen’s Meeting Minutes
Thursday – July 28, 2011 – 5:30 pm
Present: Chairman, Aaron Kullgren; Selectwoman, Karen Day; Selectman, Robert Wimpory
Minutes: Administrative Assistant, Debra Davidson taking minutes.
Call to order: Chairman Kullgren called Selectmen’s meeting to order at 5:30 pm.
Appointments:
5:30 – Allen Gould – Municipal Resource Inc. - Selectmen discussed options for the position of the Administrative Assistant with Mr. Gould.
Discussed having a person from MRI fill in for 3 days/week until they decide how to move forward with the Administrative Assistant or a Town Administrator.
Motion by Chairman Kullgren to enter into agreement to contract for an Administrative Assistant for 3 days per week, Karen to contact Mr. Gould and ask for a contracted person for Monday. Seconded by Wimpory. Voted 3-0.
There will be a meeting with department heads to get their input on what they expect from a person in this position.
Peter Hopkins was present and commented that years ago the town had voted to have a Town Administrator but that when someone was hired it got changed to an administrative assistant.
Peter also brought up his ideas about moving offices around in the Town Office building.
7:00 pm - DPW Supervisor – Tim Murray – Selectmen gave Mr. Murray a copy of the survey contract from UNH for his review and assessment of roads & traffic.
Murray reported that the crew has been busy; there is not a lot of money left in the 2011 budget. Swamp Road must get done as soon as possible. He has spoken to someone who will be here in a week or so. Pipe for Slip Road has been ordered and the culvert replacement will be completed as soon as pipe arrives.
They have been grading, and filling potholes. The maintenance budget is way over because there have been emergency repairs this year. The backhoe will also need two tires before months end. He discussed replacement needs and how to move forward with the Capital Improvement Plan. The Board discussed using the highway equipment Capital Reserve Fund for payment of the hydraulic hose machine rather than using the operating budget. This would save some money in the operating budget.
Murray submitted a short report prepared by Charles Buttrick for vehicle maintenance. Buttrick could not be here; he is on a previously approved vacation
The Allen & Mathewson proposal for the fuel tank replacement at the Meeting House was submitted. The Selectmen approved the purchase and installation for two tanks at the Meeting House for a cost of $1,200.00 to the Town. The cost was $2,200.00 total, less the $1,000.00 from Sure Tank insurance.
Lee Leblanc thanked Mr. Murray and the crew for installing the playground.
The Board discussed the bids for the paving of Slip Road with Murray.
Murray asked if he could obtain benefits a little early; if applied for now with the Board’s permission he would be eligible for benefits in September. Discussion followed. Selectmen will write a letter to PRIMEX approving this request.
7:40 - Jeremy Gagnon – Selectmen invited Mr. Gagnon to discuss grounds keeping. Kullgren explained they are not happy with TJ Yard Services, he further respectfully asked Mr. Gagnon if he would consider finishing out the season.
Mr. Gagnon stated he would be happy to do this.
Discussion followed.
Motion by Kullgren to contract Gagnon Landscaping to finish out the 2011 season for a contractual price of $7,056.66 to be paid in monthly (August, September & October) installments of $2,352.22. Further to meet in October and renegotiate for the 2012 season. Seconded by Wimpory. Voted 3-0 in the affirmative.
8:00 – In accordance with RSA 91-A:3 II (d) Kullgren motioned to enter into a non-[public session. Seconded by Wimpory. Voted 3-0
8:30 – Motion by Kullgren to enter out of non-public session and to further seal the minutes. Seconded by Wimpory. Voted 3-0 in the affirmative.
Signed the following Documents for Approval:
A/P Invoices
A/P Check Manifest
Approval of Selectmen Meeting Minutes – 7/14/11 & 7/19/11
Letter for Wapack Refuge parking area
Jarest Letter
Map S2- Lot 7 – permission to work within Right-of-Way
UNH Road Survey Contract
Other Matters:
Mail - Misc. mail was reviewed –
Personnel Policies – tabled
Allen & Mathewson – Proposal for replacing oil tank at Meeting House
“Merit Pool” – AA asks for a clarification of what this means. Selectmen discussed this.
Insurance – Davis & Towle Agency – Day took the business card and will contact the representative.
Debit Card – Discussion followed. Katherine Heck and Catherine Shaw will take action to get a credit card in the Town name.
Job responsibilities – Administrative Assistant asked with regards to immediate items, who would the contact be. Discussion followed. Either Catherine Shaw can take messages and contact the Selectmen or take care of the matters if she can
Signage in gardens – Michael Sparling asked for permission to install small veterans memorial signage in the gardens the church has planted. Selectmen approved this request.
Keys – Key to Recycling Center are needed before the Blue-B-Que. Davidson will contact Burgess and remind her the central office does not have any keys to the RC.
UNH Road Survey - Motion by Kullgren to enter into a contract with UNH to perform an evaluation of the town roads. This commences tomorrow, July 29, 2011. Seconded by Wimpory. Voted 3-0 in the affirmative.
Security matters – Selectman Wimpory showed the selectmen a safe he has investigated that might be sufficient for the Town. This is an inexpensive and fire proof safe. This would be appropriate for documents that are of a sensitive nature. Wimpory will continue with his research.
The Board thanked Davidson for her service and wished her well in her new position in Francestown.
Adjournment – with no further business the meeting adjourned at 8:30 pm. The next selectmen’s meeting is scheduled for Thursday August11, 2011 at 6:30 pm
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