Town of Greenfield
Selectmen’s Meeting minutes
Thursday, September 29, 2011 – 6:30 pm
Present: Chairman, Aaron Kullgren; Selectwoman, Karen Day, 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.
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 7:00 PM. Kullgren noted that no actions were taken at the non-public meeting
The Selectmen’s meeting was adjourned at 7:00 PM to allow for a Special Town Meeting.
The Selectmen’s meeting reopened at 7:12 PM
Police Issue Discussion
Rose suggested that the Board should first determine whether the issue should be discussed in a non-public session. There was a brief discussion on this and Ms. Patricia Donovan said that she felt it should be discussed in an open session.
Kullgren read a letter to the Selectmen dated September 15, 2011 in which she expressed concerns about the way she had been treated by the Greenfield Police Department.
Ms. Donovan said that the Selectmen should consider this a formal complaint and said that she felt that her complaints to the department were not treated the say way as others were.
Kullgren said that the town would look into this and noted that he was reluctant to speak on this issue since there was potential legal action involved with this issue.
Wimpory asked Ms. Donovan what it was she wanted from the Selectmen. She said that she wanted them to find out why they were not investigating her complaints about others.
Vacation Time Off
Kullgren read a memo from Catherine Shaw noting her concern over the buildup of her vacation time and questioning whether she would be able to take some time off.
There was a discussion of this with Ms. Shaw, and she noted the need to get the work done.
Kullgren moved to allow Catherine Shaw to carryover no more than two weeks of vacation time, and that it must be used in 2012. Day supported. The motion carried unanimously.
There was a brief discussion about the proposal to update the town’s personnel policy and change the vacation time to section.
Kullgren asked that Municipal Resources be contacted to see about the possibility of having someone be able to fill in for Ms. Shaw if she was not in the office for an extended period of time. Rose said he would check on this.
Ms. Shaw said that the signups for recreation programs had been done by the Administrative Assistant and now it seemed to have been transferred to her.
Kullgren said that all recreation programs should go through the Administrative Assistant. He asked that Ms. Shaw provide help as needed.
Ms. Katherine Heck said that there should be some contact with the many people who have keys to the Meeting House to tell them that if they use the building they need to be sure that all the doors are shut and locked when they leave. She said that if it continues to be a problem the town should rekey the locks.
Section 125 Program
Kullgren noted that Ms. Shaw had asked about the town offering a IRS Section 125 plan to allow for employees to pay for dependent care and medical bills on a pre-tax basis. He said that the town should look into this and it should be available for all employees.
Town Office Power Issues
Ms. Shaw noted that there are electrical problems in the town office building. She said that the town also has some problems with the battery backup systems that are on several of the town’s computers.
Kullgren asked her to get a price to replace the battery backup systems and he asked the Interim Administrative Assistant to look into the electrical problems with the building.
Town Office Changes
Ms. Shaw said that she had concerns over the changes in the town offices that had been suggested. She explained why she felt they would have some problems.
Kullgren said that the town is just looking into the issue.
Mr. Myron Steere said that the Planning Board has started looking into the Capital Improvement Plan for the town and the study of the use of the building was a part of that.
Lifeguard Class Reimbursement
Kullgren noted that there had been an agreement with Ms. Baillargeon to repay half of the cost for the lifeguard class. He asked Rose to followup on this.
Kullgren said that Mr. Matthews had not paid the rent as agreed. He asked Rose to provide a copy of the rental agreement to the Selectmen.
Generator for the Town
Kullgren asked what progress had been made on the generators that were a part of the town meeting warrant this year. Mr. Loren White, the town Fire Chief, said that they were working with the state offices on this and there may be some grant money to help fund it.
Sunset Beach Shed
Kullgren noted that Ms. Shaw had expressed concern over the food that may have been left in the refrigerator at in the shed at the beach. He said that he would see that it was cleaned out.
Port-a-Potties at the Beach
Ms. Shaw said that the company that had placed them had called and would be removing them since the season was over.
Oak Park Winterization
Kullgren noted that the park needed to be winterized and asked Selectperson Day to contact Mr. Adams to do this. Day said that she would talk with the Public Works Director about this first.
Town Credit Card
Kullgren said that there was a question about who should be able to sign for a charge if the town has a credit card. Ms. Heck, the town Treasurer, noted the rules on the credit cards that she had been told by the banks. She said that the town would need to set up some internal controls
There was a discussion on the town having a credit card.
Mr. Carl Weber, representing Primex the town’s insurance carrier, said that they had a sample policy for internal controls for a credit card and would send it to the town.
Minutes of the September 15 Meeting
Kullgren said that he did not recall the comment that the town should not use the front door of the Meeting House. Wimpory agreed that it was to be closed only if the condition was deemed serious. Day noted that the town’s Public Works Director will check on this periodically and tape off the door if it is dangerous.
Kullgren moved to adjourn the meeting to a non-public session under RSA 91-A, 3II(c) to discuss a personnel matter. Day seconded. The motion carried unanimously.
The Selectmen’s meeting was adjourned to a non-public session at 8:08 PM. A short non-pubic session was held. The meeting reopened at 8:15 PM. Kullgren noted that no actions were taken at the non-public meeting
Town Administrator Hiring
Mr. Weber said that he was at the meeting to help the Selectmen review their thoughts on what it was they were looking for in a new Town Administrator.
There was a discussion of process to fill this position. There was a discussion on the ‘critical issues facing the town’, the ‘roadblocks to success’ for the new person and the skills and behaviors that the Selectmen felt they would like to see in the person that will be hired.
The Board agreed to meet in a work session on Monday, October 3, 2011 to begin reviewing the resumes received.
Kullgren moved to adjourn the meeting to a non-public session under RSA 91-A, 3II(b) to discuss hiring issues. Day seconded. The motion carried unanimously.
The Selectmen’s meeting was adjourned to a non-public session. A short non-pubic session was held. The meeting reopened at. Kullgren noted that no actions were taken at the non-public meeting
The board noted that there had been a request for a ‘no parking’ sign on Slip Road and they agreed that it should be “No Parking” in the area of the corner.
Day asked about a letter from Ms. Marlene Paulsen about Pine Ridge Road. Rose said he would look for that letter and let her know when they found it.
Kullgren noted that the board had a letter supporting trading in the town’s current Bobcat Skid-Steer loader for a larger model. He asked that the people who wrote the letter be sent an acknowledgement. Rose said he would do that.
East Road Water Issue
Wimpory said that Mr. Thomas Mullins had asked that the board discuss this. The board agreed that the issue was water running down the driveway but that it was the problem of the property owner. Kullgren asked that Mr. Mullins be consulted on this.
Documents for Approval
The Selectmen reviewed and signed the following items:
Payroll Check Manifest
Kullgren moved to adjourn the meeting. Day seconded. The motion carried unanimously.
The meeting adjourned at 10:29 PM
Interim Administrative Assistant