Town of Greenfield
Selectmen’s Meeting minutes
Wednesday, August 10, 2011 – 6:30 pm
Present: Chairman, Aaron Kullgren; Selectwoman, Karen Day.
Absent: Selectman, Robert Wimpory
Minutes: Interim Administrative Assistant, Christopher Rose taking minutes.
Call to order: The meeting was called to order at 6:30 PM by Chairman Kullgren.
Non-Public Session
Kullgren moved to adjourn the meeting to a non-public session under RSA 91-a:3II(a) to discuss a personnel matter.
Day Seconded. The motion carried unanimously.
A short non-public session was held. The meeting reopened at 6:55 PM.
Public Forum
Ms. Terra Fletcher noted that she had worked on the Farmer’s Market last year and that they were hoping to do a “Gardeners Exchange” instead this year. She proposed that it be held on the Common and said she hoped they could be held on Sunday’s at noon.
Kullgren asked if there would be a conflict with the existing gardening organizations in town but Ms. Fletcher said she hoped to work with them, and have their members participate.
Kullgren said that the town would need a signed memorandum of understanding for the use of the common and said the other groups had similar documents and she could view theirs to see how they were set up.
Ms. Fletcher thanked the board for their input on this.
Administrative Assistant Position
Kullgren noted that the Board was discussing how to proceed to fill the vacancy left by the departure of the town’s Administrative Assistant, Debra Davidson. He said that it had been suggested that the town should move to a ‘Town Administrator’ position, and they were looking for input from members of the public and staff on this question.
Mr. Bob Marshall asked how the Board would fund the position if they expanded the office and needed to pay more for the position. Kullgren said that the Board would have to find the funds in the budget.
Ms. Catherine Shaw said that she felt that if there is extra funding found it should be given to the Highway Department to address their needs.
Mr. Marshall asked if the hiring could be done effective with the start of the new fiscal year in January. Kullgren said that the starting date could be a part of the discussions when the person was hired.
Mr. Brian Giammarino, the town’s Police Chief, asked what the differences were between an Administrative Assistant and a Town Administrator.
Mr. Christopher Rose, the Interim Administrative Assistant, reviewed the differences between the AA position and the TA position. He said that the duties for either basically are what the Selectmen give them. He also noted that this was not proposed to be a Town Manager position, where the duties and responsibilities of the job are laid out in the state statues.
Ms. MaryAnn Grant said she felt the town would work better if there was someone to get all the groups to work together.
Mr. Marshall said he felt a TA could pursue grants, and be a budget manager for the town. Kullgren agreed and said that the person could also pursue business developments.
Mr. Giammarino asked if Town Meeting action was needed to move to a TA Kullgren said that the selectmen can make that change. He noted that if the town wanted to have a Town Manager then the Town Meeting would have to approve that action, because it is a change in the way the town is governed.
Mr. Loren White, the town’s Fire Chief, said that moving to a TA may cost more for the town and he also questioned where the limits would be on the TA’s authority.
Kullgren said that the TA would have limits set by the Board of Selectmen. He noted that there may be added costs for this but that the town would have to weigh the benefits they get for the costs. He said that he felt that having a TA would present a positive image of Greenfield.
Mr. Marshall said that he felt that a person in that position could allow the Selectmen to not spend so much time on administrative duties and more time on policies.
Mr. Tim Murray, the town’s Public Works Director, said that having a TA seemed like it would be more efficient. He said that the Board just needed to be sure they get someone who would work in the office as well as other duties.
Day said she felt it should make the job of the members of the Board of Selectmen easier.
There was a discussion on how the Interim Administrative Assistant was located.
Mr. Marshall asked what would be lost if the town moved to a TA position.
Rose said that many TA’s do clerical work as well and that it should be clear in the hiring process that it is expected.
Kullgren suggested that a committee could be formed to look into which way the Town should go on this question.
Mr. John Hopkins asked what the time frame was for the decision. Kullgren said that they hoped to move on this as quickly as possible.
Mr. White asked why the Board did not move forward on this at this meeting. Ms. Grant agreed. Kullgren said that he wanted to be sure that there was some consensus, but that it seemed that there was. He said that for the interviews any department head who was interested in participating in them should let Mr. Rose know so he can have a list.
Wapack National Wildlife Refuge Parking Area
Mr. Graham Taylor said that he was the Refuge Manager for this area and worked with the U.S. Fish and Wildlife Service. He presented a proposed parking lot along Mountain Road for those who wanted to park their cars and walk in the refuge area. He noted their concerns about vandalism and the plowing of the parking lot in the winter.
There was a discussion of the proposed lot. Mr. Taylor noted that it was proposed to be installed in the spring of 2012.
Day asked about the stormwater runoff from the lot. There was a discussion of the various options to address this.
Mr. Giammarino noted the concerns the police had with the parking along the road in that area.
Kullgren suggested that a memorandum of understanding be prepared on the town’s doing the plowing of the parking area.
Oak Park Committee Concerns
Mr. John Hopkins, a member of the Oak Park Committee, noted the upcoming Mountain bike race next weekend. He noted that there would be a number of cars and campers parking at the park overnight.
Mr. Hopkins said that with the big events he wanted to be sure that the trash and the portable restrooms were cleaned. Rose said he would talk with the port-a-potty company.
Mr. Hopkins noted the need to have the tennis court resurfaced and that they were not sure they had the funding to do this. There was a discussion on where additional funding could be found to help with the cost.
Day mentioned the concern about the cost of the town having to pay for an ASCAP license annually.
There was a discussion on possibility charging a slightly higher fee for the extra service to the facility for large events.
DRA Letter
Rose noted the letter from the state Department of Revenue Administration that indicated that there was a “procedural defect” with the posting for the town’s annual Town Meeting. There was a discussion on this and it was agreed to hold the required Special Town Meeting as soon as possible to correct this. It was also agreed that this would be the only thing on that warrant.
Fairpoint Phone Proposal
Rose noted that the town had asked a representative from Fairpoint to look at the town’s telephone bills to see if there was some way to provide a savings. He noted that they had proposed some possible savings on six of the town’s lines, but that to get the savings the town would have to sign a one or two year contract with them for the line.
The Board agreed to sign a one year contract with Fairpoint for the six lines mentioned.
Town Administrator Hiring
Rose noted that there were companies that would help the town with the hiring process for the new Town Administrator. Kullgren asked if Mr. Rose would be willing to work with the new Town Administrator as a mentor if that could be worked out. Rose said that he would
There was a discussion of process to fill this position.
Upcoming Meetings
Rose noted that Congressman Bass would have a staff member at the town office on Thursday September 22 to meet with any resident who wanted to talk with them. Rose noted that the staff member would then most likely attend the Selectmen’s meeting that night. Rose also said that Senator Shaheen’s off ice would have a staff member in Greenfield on Wednesday, October 12.
Documents for Approval
The Selectmen reviewed and signed the following items:
A/P Invoices
A/P Check Manifest
Bobcat Skid-Steer Loader
Day noted the problem with the loader that the town had purchased for the recycling center, and that she had spoken with the company and they were willing to upgrade the one the town had. There was a discussion on where the additional funds would come from for this.
Kullgren asked if a used one could be found. Day noted that the concern was that a used loader would not have the warranty.
The meeting adjourned at 9:47 PM
Respectfully Submitted:
Christopher Rose
Interim Administrative Assistant
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