Minutes
Town of Greenfield
Greenfield Town Offices, 7 Sawmill Road Greenfield, NH
Selectboard’s Work Session Minutes
Thursday, Oct. 08, 2015 – 5:00 PM
Selectboard: Chairwoman Karen Day, Selectwoman Margaret Charig-Bliss, Selectman Stephen Atherton Jr. arrived at 5:10 PM
Staff: Administrator Patt,
Public:
The meeting was called to order at 5:00 PM by Chair Karen Day.
Documents for Approval/Review/Signature
The Selectboard reviewed and/or signed the following items:
- A/P Invoices
- A/P Checks
- Payroll
- Intent to Cut R5-16
- Intent to Cut R9-30, R9-36
- Memorandum of Understanding (MOU) – Library Facilities
- Samaritans Crisis Hotline Letter
- Fire Dept. Purchase Order – 4 Motorola M6 Pagers
- Town Office Laptop Quote
5:00 PM: Meeting DPW Manager Patrick Greene
The Selectboard voted on a roll call vote, on a motion by the Chair and a second by Selectwoman Charig Bliss to enter into non-public session under RSA 91-A:3 IIa, Evaluation/compensation. The Selectboard voted 3-0 to enter non-public session as outlined above, at 5:03pm. At 6:15pm the Board voted to end non-public session on a vote of 3-0 and to seal the minutes. It was noted that the Board was happy with the development of the Buildings & Grounds program by Mr. Greene. The Board also noted that they had not had time to finalize compensation discussions regarding Mr. Greene’s 90 day review.
6:00 PM: Meeting with DPW Manager Neal Beauregard
At 6:20pm the Board voted on a roll call vote, on a motion by Selectman Atherton and a second by the Chair, to enter into non-public session under RSA 91-A:3IIa, Evaluation/compensation. The board entered into non-public session on a vote of 3-0 at 6:20PM. At 7:05pm the Board voted to end non-public session on a vote of 3-0 and to seal the minutes. It was noted that the Board had discussed the goals for the DPW Roads division, which included the development of a 5 year gravel road plan. It was noted that the Board had not had time to finalize compensation for Mr. Beauregard’s 90 day review, due to time constraints, and that the Board would pick this conversation up at a later date.
7:00 PM: Matt Miller, Greenfield Waste Water Operator
At 7:05 PM Matt Miller, Greenfield’s Waste Water Operator came before the Board. Mr. Miller outlined the work that has been done at the Waste Water plant over the last three quarters. During the 1st quarter of this year, due in part to the difficult winter, he logged 32.25 hours at the plant. During second quarter he logged 17 hours. During the third quarter he logged 13 hours, which is closer to the average that he expects going forward. At the end of the 4th quarter the agreement that he made with the Town will need to be updated. The Board and Mr. Miller discussed the need to increase the quarterly payment from $800 to $1,000 per quarter. The Board agreed that they would increase the quarterly stipend to $1,000.
The Board noted that it would need to to discuss the rates with the sewer users at the next annual meeting.
7:25 PM: Non-Public Session
On a motion by the Chair and a second by Selectwoman Charig Bliss the Board voted on a roll call vote, 3-0, to enter into non-public session under RSA 91-A:3IIc Reputation, for the purpose of discussing a letter from a resident. At 7:45 pm the Board voted to exit non-public session 3-0. It was noted that the Administrator had been requested to prepare a letter following up on an investigation of a previous complaint.
7:50 PM: Selectboard Work Session
At 7:50 the Selectboard reviewed several items. The first was a discussion with Selectwoman Charig Bliss; Bliss is also a Cemetery Trustee. Selectwoman Charig Bliss provided some background on the Cemetery Trustees’ fund raising efforts for the Meeting House cemetery fence. Selectwoman Charig Bliss said that they had received a pledge from a donor that wishes to remain anonymous. The donation is thought to be sufficient to have the new granite posts that the Trustees have already purchased, installed. The Chair asked if the money would be received by the town or would the donation go directly to the vendor that is going to install the posts. Selectwoman Charig Bliss said she wasn’t sure but that the Trustees were aware that if the donation goes to the town it will require a notice on the Trustee’s next meeting
agenda to be accepted.
Next the Selectboard reviewed an email from the Treasurer. It was noted that the Treasurer was questioning the “release of funds” for a vendor check to the Academy of First Response. The Board reviewed the email and noted that the Treasurer is required to release funds on the order of the Selectboard in a public meeting, or by signature of a majority of the Board on the A/P manifest (see RSA 42:29 Ia: “Upon orders of the selectmen in a public meeting or by a noncontemporaneously signed manifest signed by a majority of the board…”). The Board noted that all three Selectboard members had signed the invoice prior to the 10/08 check run. They further noted that they had discussed the vendor invoice with Town Counsel prior to signing the manifest, and at that time the Board had determined that the invoice was to be
paid. They noted that the Academy of First Response has been a vendor to the town since the mid-1990s. The Board requested that the Administrator ensure that the check was mailed out with the rest of the vendor payments on 10/09/2015. The Board requested that the Treasurer be scheduled at the next Selectboard meeting.
The Board requested that the Trustees of Trust funds be scheduled for the next meeting in order to discuss the investment capital reserve funds, in light of recent changes in law, which make that available.
Documents for Review and Approval
The Board signed documents and reviewed correspondence. The Board discussed several A/P invoices and approved them. The Board approved A/P Checks and Payroll. The Board approved minutes of 10/01. The Board approved two Intent to Cut applications. The Board approved the Purchase Order of pagers for the Fire Department. The Board approved a laptop quote from Twin Bridge Services for a Town Office laptop to be used for presentations at Selectboard work sessions, and public informational meeting/hearings.
Adjournment
On a motion by the Chair, and a second by Selectman Atherton, the Board voted to adjourn. The motion carried 3-0. The meeting adjourned at 8:35 PM.
The minutes are final when approved and signed by the Selectboard. A signed copy is on file in the Selectboard’s office.
_________________ _______________________ ___________________________
Chair, Karen Day Margaret Charig Bliss, Selectwoman Stephen Atherton Jr., Selectman
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