Minutes
Town of Greenfield
Greenfield Town Offices, 7 Sawmill Road Greenfield, NH
Selectmen’s Meeting Minutes
Thursday, July 11, 2013 – 4:00 pm
Board of Selectmen: Chairman Rob Wimpory, Selectwoman Karen Day, and Selectwoman Debra Davidson arrived at 4:37PM.
Staff: Town Administrator Patt, DPW Supervisor Tim Murray, Todd Mason, Dan Morency, Corporal Glenn Roberge, Catherine Shaw, Recycling Center Supervisor Carol Burgess
Public: Lee Leblanc, MaryAnn Grant
The meeting was called to order at 4:00 PM by Chairman Wimpory.
Documents for Approval/Review/Signature
The Selectmen reviewed and signed the following items:
§ A/P Manifest
§ A/P Checks
§ A/P Invoices
§ Riverhouse Café Greenfield – liquor license
§ Meals on Wheels – Donation thank-you letter
§ UNH Roads Scholar program letter – N. Beauregard
§ Selectmen’s Meeting Minutes
§ Meeting House rental application - revised
4:00 PM: Full-time Employee Meeting
Chairman Wimpory opened the meeting at 4:00 PM and welcomed the full-time employees to the meeting. Chairman Wimpory thanked the full-time employees for attending and outlined several human resource points that are provided in the employee handbook. This included the proper procedure for conflict resolution; policies and procedure provided for conflict resolution, and the chain of command for the resolution of issues. The Chair indicated that the full-time employees as a group had all been employed for 18 months or more and that “the Board is drawing a line in the sand from this day forward”. The Chair said “you all know your jobs by now”. Selectwoman Davidson said that the Board wants to be accessible to employees and that the Board supports them. The Chair requested that if employees
recognize a safety concern, or if they identify things that need to be fixed, as they go about their jobs, to please move it up the chain of command. The Administrator thanked the full-time employees for their hard work.
4:30 PM: Tim Murray, DPW Supervisor
The Board welcomed DPW Supervisor Murray to the meeting. Supervisor Murray indicated that he had several items for discussion. The first item is the paving projects that he intends to complete this year. Continental Paving Inc. came in with the lowest bid to pave the roads. This year the plan is to finish paving Mountain Road, which includes the dirt portion and a portion that will have overlay on it (from the paved area to #300). He also plans on paving Slip Rd. from Gibbons road to Cornwall road. The Chair indicated that he should plan on bringing in a road plan that encompasses the next three years and provides the road and approximate costs so that the Board has options that it can choose from depending on the amount of money available year to year.
Selectwoman Davidson asked what the schedule is for summer paving and whether DPW would warn the residents of the work. Supervisor Murray said that he provides a one-week notice that the road will be closed by putting up a sign on the road so that everyone who drive the road will know. Selectwoman Day said that the Code Red system should be used to notify people that Mountain and Slip roads would be closed for paving. The Board asked the Administrator to contact the Fire Chief and outline their interest in having Code Red provide a notice of road closing. The Board asked Supervisor Murray to use all available options for notifications including the website, an email to the email list, posted dates at the Town Office and the Post Office, and Code Red. Chairman Wimpory made a motion that Code Red be used for road closure
announcements. The motion was seconded by Selectwoman Day and passed unanimously 3-0.
Next Supervisor Murray provided an update on the MACK truck and its progress to reaching Greenfield. It is currently in transport to NY State where it will be outfitted with a plow and dump body. The Administrator said that all of the materials for the lease application had been provided to People’s Bank.
The Board asked Supervisor Murray about keeping an inventory of the equipment at the DPW garage. Supervisor Murray indicated that he had worked with Catherine Shaw at the Town Office earlier in the year and both the DPW and the Town Office keep an asset list of high value items. This is because it is provided to the auditors every year in April. For smaller tools and items there is a need to keep a more detailed inventory. The DPW also keeps maintenance logs for each vehicle and these are updated on a regular basis.
The Board then asked about Oak Park and the plans for the football field. Supervisor Murray said that the Mountaineers had roped off the football field after raking it over and seeding it. The grass had shot up and needed to be bushwhacked down before the groundskeeper could mow it. As a result there was some damage done to the field by the trackless vehicle but that had been raked over and grown back in. The grass is back on schedule with the groundskeeper and has been cut down so that it looks good.
The Board asked for an update on the generator. The generator is in place, the retaining wall and stone for the drip edge is installed and the back area will be paved on Friday morning (7/12). The connection to the building will likely happen mid-August based on the electrician’s schedule.
A question from the Board was asked about the toolbox in the back of the pick-up truck. Supervisor Murray indicated that some of the small tools that they would not normally bring with them, such as a chainsaw, they can now keep handy as the toolbox is set-up inside with a frame to hold these items and keep them from bouncing around.
A short conversation was held about the groundskeeper’s schedule of work and contract. Selectwoman Davidson asked if Whittimore Cemetery work had been completed. Supervisor Murray indicated that as far as he knew it was done some time ago. Administrator Patt said that he would speak to Jeremy about a couple of items that Jeremy had said he was going to do by a certain time but hasn’t followed through, or provided an explanation for the delay. The Board requested that Jeremy be scheduled to meet with them on August 1st so that he can provide an update on his accomplishments according to his contract.
Finally, the Board and Supervisor Murray discussed the purchasing policy for the DPW as it relates to tracking orders and bookkeeping at the Town Office.
5:45 PM: Bob Marshall, Planning Board Chairman
The Board of Selectmen welcomed Bob Marshall to the meeting. The Planning Board Chair wanted to update the Board with several ideas that had come about through conversation with the Administrator regarding the upcoming budget process. One of the things that has to happen according to law is the Capital Improvements Plan (CIP), which the Planning Board is responsible for but which usually goes into a drawer and is forgotten about when its finished. The Planning Board has to spend money on the Master Plan and the CIP is part of that plan. So to have to complete the exercise and not use it seems like a real waste of money and everyone’s time. But since the Master Plan recently completed its visioning workshop, it has captured the town’s interest in preserving and promoting several areas in town. The result is
that there is a real opportunity to tie the vision workshop to the budget process. By holding a budget & planning meeting at the end of September the Selectmen can make use of the vision project, bring together volunteers and residents to brainstorm about the projects that they would like to see completed in town. Even if the discretionary funding is low, by compiling a list of projects that residents would like to see happen the Board of Selectmen can pull from the list those projects that can be completed for a particular year and know that they are projects that people support.
6:17 PM: Paul Renaud – Economic Development Committee
The Chair welcomed Mr. Renaud to the meeting. Mr. Renaud brought forward Craig Morocco and Andre Wood for appointment for one year on the Economic Development Committee (EDC). Selectwoman Davidson made a motion to appoint Morocco and Wood to the EDC. Chairman Wimpory seconded the motion. On a vote, the Board was unanimous 3-0 to appoint. The Administrator left the meeting briefly to draw up the paperwork so that the Town Clerk could swear in the attendees directly after their appointments were voted.
Mr. Renaud indicated that he had been voted the Economic Development Committee Chair and that Ray Cilley had been voted the Vice-Chair. EDC Chair Renaud provide the Board of Selectmen with a finalized version of the EDC charter as it had been adopted by the EDC. EDC Chair Renaud asked if the Board would allow the advisory board to have a webpage on the Town’s website, similar to the Planning Boards. There was a brief discussion among the Board about the Town’s website and whether every board should have its own website and have the minutes posted. It was determined that the minutes for any board should be prepared in the time allotted by law but that minutes posted to the website should be timely but at the discretion of the Town Office. No decision was reached about creating webpages for advisory
boards.
The Board thanked Mr. Renaud for his time and energy volunteering for the EDC.
Adjournment
On a motion by Chairman Wimpory and a second by Selectwoman Day the Board voted to adjourn. The motion carried 3-0.
The meeting adjourned at 7:45 PM
Respectfully Submitted:
Aaron Patt
Town Administrator
The minutes are final when approved and signed by the Board of Selectmen. A signed copy is on file in the Selectmen’s office.
_____________________ _____________________ _____________________
Rob Wimpory, Chairman Karen Day, Selectwoman Debra Davidson, Selectwoman
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