Minutes
Town of Greenfield
Greenfield Town Offices, 7 Sawmill Road Greenfield, NH
Selectboard’s Meeting Minutes
Wednesday, June 11, 2014 – 4:30 PM
Selectboard: Chair Debra Davidson, Selectwoman Karen Day, Selectwoman Margaret Charig Bliss
Staff: Administrator Patt,
Public: Bob Marshall, Phil St. Cyr – Primex, Mike Sparling (at walkthrough)
The meeting was called to order at 4:32 PM by Chairwoman Davidson.
Documents for Approval/Review/Signature
The Selectboard reviewed and/or signed the following items:
§ A/P Invoices
§ A/P Checks
§ Tax Collector liens
§ Oak Park Rental Contract – Wedding Reception 8/23
§ Hillsborough County – Public Hearing notice
§ Town of Greenfield Real Estate List
§ Hawkers and Peddler’s license
§ DOT Driveway Permit
§ Deputy Forest Fire Warden appts. (2)
§ Planning Board Alternate appointment
§ DES updated Solid Waste regulations
§ Draft 2013 Audit
§ Draft T.o.G. Audit Representation letter
Chair Debra Davidson opened the meeting at 4:32pm.
4:30 PM: Primex – Insurance Risk Pool
The Board welcomed Phil St. Cyr of Primex to the meeting. The Administrator made some opening remarks and introductions and outlined that the meeting was to provide the Selectboard with information about the role of Primex as a risk pool for the Town, and to also discuss the risk assessment audits that are available to the Town as a part of Primex services. Mr. St. Cyr provided some of his professional background. Prior to working at Primex he served for 25 years as a professional fire fighter in Manchester. He then provided an outline of Primex services to the Town including Workers Compensation, P&L, and noted that Primex has a number of online courses that can be taken by employees, which can be used for seasonal employees as well as full time employees. Mr. St. Cyr provided an overview of the Risk Assessment Audit
and provided some example documents for reference. The Selectboard outlined their interest in having Risk Assessment Audits provided for all Town facilities over the course of the next two years, with the Fire Department and DPW audits scheduling for 2014. The Administrator reported that both the DPW Supervisor and the Fire Chief had weighed in and were very positive about the potential of working with Mr. St. Cyr.
The Selectboard discussed the deliverables for the audit and Mr. St. Cyr indicated that the insurance company does not mandate changes or investments at the conclusion of the audits but instead makes note of any deficiencies that they see and then provides a prioritization of issues as high, medium, or low priority. Mr. St. Cyr collected the example documents.
The discussion turned to Mr. St. Cyr’s experience working with other towns and some of the things the Selectboard can be aware of regarding the insurance pool’s offerings. There was a discussion of some workers compensation specifics. There was a brief discussion of types of community involvement that can occur for departments such as the DPW and Fire Department. A discussion of Fire Fighter training touched on certifications, mutual aide calls, and NFPA guidelines.
The Selectboard discussed briefly the idea of facility use permits with neighboring towns. Mr. St. Cyr explained that certificates of insurance should be on file even when Primex insures both towns. He also indicated that a separate liquor use liability permit should be required as part of the rental agreements that the Town uses for the Meeting House and Oak Park. The current insurance certificate can be used but should note that liquor use is included in the coverage. Mr. St. Cyr discussed the role of the Joint Loss Management Committee and the inspection of buildings that should occur once a year. He said that Primex can provide those inspections.
The Selectboard thanked Mr. St. Cyr for his time and said that the meeting was very informative. The Selectboard looks forward to having Mr. St. Cyr engage with the Town’s departments. The Board asked the Administrator to follow up with Primex and to schedule a follow up meeting with Mr. St. Cyr and Mary Beth Purcell to discuss the liability offering in more detail.
6:00 PM: Site Walk of Greenfield Covenant Congregational Church (GCCC)
The Board met at the GCCC parking lot abutting the Waste Water Plant property owned by the Town. Mike Sparling of GCCC and Bob Marshall, Chairman of the Planning Board attended the walk-through. The Board reviewed GCCC’s plans as provided by Mr. Sparling. The Board walked around the GCCC building and noted the discontinued driveway that extends from Depot Drive around the back of the building and out to the right of way from Forest Road. The Board walked back to the parking lot and then down to the parking area on the Town Waste Water Plant property. Selectwoman Charig Bliss asked if the boundary of the Town’s property could be researched so that the Board could see where the boundary lines are located for all of the abutting properties. The Board noted the drainage and Mr. Marshall indicated where the
drainage from Forest Road ran under the Town property and eventually out to the railroad tracks.
7:00 PM: Review/Approval of Documents
At 7:00pm the Board reconvened at the Town Office meeting room. The Board signed Payroll, AP invoices, AP checks, a Meeting House rental agreements and an Oak Park rental agreement. The Board signed the minutes from June 4th. The Board requested that a Hawkers and Peddlars license applicant provide additional information. The Board reviewed the Draft Municipal Audit prepared by Roberts and Greene PLLC and requested that the draft be emailed to the Selectboard members.
Mr. Marshall brought forward a plan from Rymes Propane and Oil Inc. (Rymes) that was presented at a recent PCC hearing at the Planning Board meeting. The plan shows the interest of Rymes to subdivide the property associated with the gas pumps next to Harvester Market. The subdivision would separate the rental property (the white house next to the pumps) from the gas pump lot.
At 7:15pm the Selectboard voted to accept the 2013 Tax Lien notices from the Tax Collector. On a motion by the Chair and a second from Selectwoman Day the vote passed unanimously.
Selectwoman Day advanced the names of Diane Boilard and Candice Fowler as appointments to the Conservation Commission on behalf of Carol Irvin, Chair of the Conservation Commission. The Selectboard agreed on the appointments and signed the appointment paperwork.
The Chair indicated that she wanted a note in the minutes that the Selectboard discussed the gypsy moth covered tree on the Rymes parking lot. The Administrator said that he had talked to Tom Rymes earlier in the morning and had requested that the company attend to the tree before other parts of town, especially the maple trees on the common, become affected. The Selectboard requested that the Administrator send a letter to Rymes with information on how to contact the State of NH Entomologist and the UNH Cooperative program.
The Minutes of June 4th were reviewed by the Selectboard. Selectwoman Day motioned to add reference to all of the right of ways associated with the Town’s waste water plant property. The Board agreed and the changes were made. The Selectboard on a motion by Selectwoman Day and a second by Selectwoman Charig Bliss voted 3-0 to accept the revised minutes.
Next the Selectboard discussed the upcoming summer meeting session. After comparing schedules the Board voted to start the summer session and meet every other week starting the week of June 18. The summer schedule for June and July follows:
Meeting on June 18th, July 2nd, July 16th, No meeting on July 30th, Meeting on August 6th, and then every other week until the fall session starts.
On a motion by the Chair and a 2nd by Selectwoman Day the Selectboard voted 3-0 to begin the summer session as outlined and to allow the Selectboard members to fulfill their administrative tasks, and to sign Payroll and A/P during those weeks when a meeting is not held. In the case of an emergency the Selectboard Chair will receive updates from the Town Administrator and, if necessary, convene a meeting if a meeting is not scheduled.
The Board then discussed briefly the right of ways at the GCCC property and asked the Administrator to have a quick discussion with Town Counsel about the process for making changes to the rights provided in the deeds.
The Board voted to have the Selectboard’s Review of the Road’s Commission report mailed to each of the members of the Roads Commission.
Adjournment
On a motion by the Chair, and a second by Selectwoman Charig Bliss, the Board voted to adjourn. The motion carried 3-0. The meeting adjourned at 8:30 PM.
The minutes are final when approved and signed by the Selectboard. A signed copy is on file in the Selectboard’s office.
______________________ _____________________ _____________________
Debra Davidson, Chairwoman Karen Day, Selectwoman Margaret Charig Bliss, Selectwoman
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