Selectboard Meeting
Town of Greenfield
7 Sawmill Road, Greenfield, NH 03047
Selectboard’s Minutes
Thursday, April 15, 2021 – 5:30 PM
Selectboard: Chairman Robert Marshall, Selectman Michael Borden, Selectman Mason Parker
Staff: Aaron Patt, Town Administrator; David Martin, Emergency Management Director
Public:
5:30 PM: Virtual Meeting Open – Dial In 1+717-275-8940
The meeting was called to order at 5:30pm. Chairman Marshall welcomed everyone to the virtual Selectboard meeting. Chairman Marshall opened the meeting and read a statement provided by the Attorney General’s office regarding virtual meetings. “As Chair of the Selectboard, I find that due to the State of Emergency declared by the Governor as a result of the COVID-19 pandemic and in accordance with the Governor’s Emergency Order #12 pursuant to Executive Order 2020-04, which has been extended for the 14th time, this public body is authorized to meet virtually.
Please note that there is no physical location to observe and listen contemporaneously to this meeting, which was authorized pursuant to the Governor’s Emergency Order. However, in accordance with the Emergency Order, I am confirming that we are providing public access to the meeting by telephone. We are currently working on providing additional access possibilities by video or other electronic means, however, we are a small town and that is not feasible for tonight’s call.
We are utilizing Freeconference.com for this electronic meeting. All members of the Board have the ability to communicate contemporaneously during this meeting through this platform, and the public has access to contemporaneously listen and, if necessary, participate in this meeting through dialing the access number posted online or by following the directions on the Meeting Instructions link from the Selectboard’s page on the website. The Website address is greenfield-nh.gov.
We previously gave notice to the public of the necessary information for accessing the meeting, including how to access the meeting telephonically. If there are problems with access, please email the Town Administrator and he will attempt to help you in real time. In the event the public is unable to access the meeting, the meeting will be adjourned and rescheduled.
Please note that all votes that are taken during this meeting shall be done by roll-call vote.
Let’s start the meeting by taking a roll-call attendance. When each member states their presence, please also state whether there is anyone in the room with you during this meeting, which is required under the Right-to-Know law.
Each selectperson noted that they were alone. The Chair is at home and alone, the Town Administrator is in his office at home and is alone. Selectman Borden is in his home and is alone. Mr. Parker is at the Town Office and is alone.
The Chair stated: “at this point I would ask that everyone mute their phones by pressing * (star) 6 (six). If there isn’t time for your questions tonight, you can email the Town Administrator and request to be on the agenda during the next meeting. If you have technical difficulties on your end with your computer, laptop, or other electronic device email the Town Administrator if you having trouble connecting in real-time and we’ll try to be of help.
For the foreseeable future the Board will continue to meet by conference call as a result. We'll ask that - to the extent possible - you submit your questions/concerns/comments to the Town Administrator via email in advance so we can have answers ready. Remember to charge whatever device you are using in advance of the meeting. I can assure you everyone in your town government is doing everything in their capacity to ensure your safety, their safety and Greenfield's future. With that said, I would invite participants to bring issues before the Board.”
5:30 PM: Selectboard Business Meeting
The Chair noted that the Consent Agenda has several items that require a vote. The Chair noted that the Emergency Order that allows for virtual meetings requires a roll-call vote for each item. Selectman Borden moved the Consent Agenda and the motion received a second by Selectman Parker. On a roll call vote the Board voted 3-0 in favor of accepting the Consent Agenda: Selectman Borden, Aye; Selectman Parker, Aye; Chairman Marshall, Aye.
The Chair stated that the Consent Agenda includes a Payroll Check Manifest in the amount of $27,032.72. Selectman Borden made a motion to accept the payroll check manifest and to release the funds therein. Selectman Parker seconded the motion. On a roll-call vote, the Board voted 3-0 in favor: Selectman Borden, Aye; Selectman Parker, Aye; Chairman Marshall, Aye.
The Chair noted that the Consent Agenda has a request for an appointment of Gary Russell to the Budget Advisory Committee. Selectman Borden made a motion to appoint Mr. Russell to the Budget Advisory Committee. Selectman Parker seconded the motion. On a roll-call vote, the Board voted 3-0 in favor: Selectman Borden, Aye; Selectman Parker, Aye; Chairman Marshall, Aye.
The Chair stated that the Selectboard has received a vacation request form from the Office Manager. Selectman Borden made a motion to approve the vacation request. Selectman Parker seconded the motion. On a roll-call vote, the Board voted 3-0 in favor: Selectman Borden, Aye; Selectman Parker, Aye; Chairman Marshall, Aye.
Next, the Selectboard reviewed the Minutes of 4/08/21. Selectman Borden made a motion to accept the minutes as written. Selectman Parker seconded the motion. On a roll-call vote, the Board voted 3-0 in favor of accepting the minutes: Selectman Borden, Aye; Selectman Parker, Aye; Chairman Marshall, Aye.
The Chair stated that the Office Manager has brought forth a request for additional funding for town map updates. A discussion followed. The vendor has stated that the town has requested updates and revisions that exceed the usual annual request. As such the vendor has to account for his costs and the increase in the workload brings the cost to $2,500. Town Administrator Patt stated that once Town Meeting has approved the budget the Selectboard can transfer funds to cover the cost. Alternately, the Board could request an increase to the line item at Town Meeting. Selectman Borden stated that as the Building Inspector, he is aware of the workload that has been requested by the town and can certainly see that it’s more than what has been requested annually in the past. Selectman Borden stated he agrees with the increase in cost. Selectman Parker stated that the maps are more than two years old, which represents an issue for the Planning Board so this is an important project (updating the maps). Selectman Parker made a motion to approve the expense of the map update as provided conditional on Town Meeting passing a budget, and to have the Town Administrator recommend where the difference of $650.00 should come from in the budget. Selectman Borden seconded the motion. On a roll call vote the Selectboard voted 3-0 in favor; Selectman Borden, Aye; Selectman Parker, Aye; Chairman Marshall, Aye.
Next the Selectboard heard from the Town Administrator that the Sportsmen’s Club is ready to start the work at the George Proctor recreation area, which was part of Warrant Article # 15 in the 2019 Town Report. As a result of COVID-19 the time frame to complete the work is outside of the 2020 timeframe. Even though the town has provided permission for the work for two years in a row, the warrant article has lapsed and funding for the project has to be accounted for in a different manner. One way is to use the Ralph Sayles fund to cover the cost. Another way is to increase the Land & Improvements line item in the 2021 budget at Town Meeting. The Selectboard stated that they are in agreement that the work should move ahead and that they preferred not to change the budget on the floor of Town Meeting. The Board was of a consensus for the Town Administrator to work with the Sportsmen’s Club request in the amount of approximately $4,500 dollars. The Administrator stated that he would contact the Trustee of Trust funds and have funding for the project reimbursed to the town through the Sayles fund.
Next, Town Administrator Patt stated that a resident on Sunset Lake Road has complained about the brush cut alongside his property (from November 2020), which is visible now that the snow has cleared. The Administrator will work with DPW to determine what is needed to address the homeowner’s concern. Selectman Borden stated that he is familiar with complaint forms from other towns and stated that this issue could be an opportunity to create a tracking form that would help keep track of the response to such complaints. The Administrator stated that the Town has complaint forms for residents to complain about an employee and another form for complaints about officials. One of these forms could be used to track complaints for road maintenance issues. Selectman Borden stated he will forward a copy of a Citizen Complaint form from a neighboring town that may work well for Greenfield.
Next the Town Administrator provided an update on an un-cashed check policy, which the Treasurer has been working on with the Administrator and Office Manager. The policy is in draft format and will be brought to the next meeting. Selectman Borden stated that the Treasurer deserves a lot of credit for her willingness to make this happen quickly.
Next the Selectboard took up a conversation about Town Meeting, which will be held at Oak Park on May 1st. A discussion on whether there should be an additional tent provided was held. Selectman Borden provided the square foot area of the pavilion and stated that accounting for couples and same-household attendees, the number of people under the pavilion based on a 3’ distancing factor but could hold roughly 200 people, and using 6’ provides for more than 100 people. Some people may want to sit outside the pavilion and that will provide for more spacing, depending on the weather. After some additional discussion the Board determined that they would revisit the question of an additional tent rental at their next meeting.
Next the Board heard from the Health Officer regarding the question of facility rentals and opening the Town Office. Health Officer Borden stated that working with the public will mean that precautions will still have to be in place. He stated that the Boards and Committees that would like to hold their meetings in the Town Office should be allowed subject to guidance on capacity limits. Large public hearings should continue to be held in the Meeting House where there is space to spread out. He stated that the front line workers at the Town Office are essential workers for which the town does not have a back-up, so it’s important to continue to practice social distancing, hand washing, and for people who don’t feel comfortable being in a space [under different circumstances], those people should continue to wear a mask. As far as facility rentals he felt that those should go ahead. He stated that he would provide capacity limit guidance after measuring the waiting area outside the Town Clerk and Tax Collector’s offices, and after measuring the Town Office meeting room.
Chairman Marshall stated that today the Governor of New Hampshire has stated that the statewide mask mandate will lapse tomorrow (Friday April 16th), but that local governments (cities and towns) can continue to require masks in public buildings. He noted that while the Governor was removing the State mandate, he also said that private businesses and municipalities can do what they need to in order to continue to provide a safe work environment. The Chair stated that the Board may want to review the document that will be forthcoming from the State for best practices, which is anticipated in advance of the May 7th target for a number of Emergency Orders to convert to best practice guidelines. He suggested that the town may want to look at May 10th as the date for which the town opens using the best practice guide provided by the State.
A discussion followed. The Selectboard discussed taking feedback from Town Meeting on May 1st. Selectman Parker stated that he has received over a dozen emails “from citizens in support of reopening town facilities without any sort of restrictions”. He stated that the switch from a State mandate to best practice guidelines is a paradigm shift. After some additional discussion, Selectman Parker stated he was interested in supporting the Planning Board moving back to the Town Office because that is where all their files are kept.
Emergency Management Director David Martin stated that he would like to see that the Boards and Committees have the ability to bring one of the air purifiers to their meetings. He said that the purifier’s ability to filter the air and kill germs and viruses is a comfort when holding meetings at the Fire Station.
Chairman Marshall stated that moving the date up to well before Memorial Day, when the Board had originally anticipated starting on July 1st to look at facility rentals is a testament to how fast things are unfolding. The Chair asked the Town Administrator to provide some background on the employer’s responsibilities and how those responsibilities are changing.
Town Administrator Patt stated that at the beginning of the pandemic, NHMA and Primex (the town’s insurance pool provider) provided a joint presentation on the employer’s responsibilities under the law. RSA 281-A:64 outlines the requirements for the Employer to provide a safe work environment.
- Every employer shall provide employees with safe employment. Safe employment includes but is not limited to furnishing personal protective equipment, safety appliances and safeguards; ensuring that such equipment, appliances, and safeguards are used regularly; and adopting work methods and procedures which will protect the life, health, and safety of the employees.
Administrator Patt outlined the ways in which the Selectboard tackled the problem of providing a safe workplace early on in the pandemic when there was very little information available. The staff in the town offices staggered shifts, worked remotely, were provided with PPE – including gloves, masks, faceshields- and hand sanitizer. The Selectboard authorized the purchase of air purification appliances, and provided safeguards by making changes to the footprint of the building, provisioning for window access, and by accommodating employees and providing for social distance and capacity limits inside the buildings.
Administrator Patt stated that in addition to the laws of the State, there are rules of the State that factored into the decision making process. These include Lab 1403.1 Safety and Health Requirements, which states that ‘employers will provide a workplace free from recognized hazards causing or are likely to cause death or serious physical harm to its employees’; Lab 1403.30 Hygiene and Sanitation; and Lab 1403.43 regarding PPE in the workplace. The Administrator stated that at this time, with the vaccines available, and in concert with the guidance from the Governor, it is prudent for the employer to revisit its responsibility to the workplace and understand that the responsibility is shifting to the individual employees, and to engagement with best practices. As such the employer has met its duty during the pandemic and now, as mandates turn to best practices, it’s important for the employer to be cognizant that the vaccine represents the next phase of the pandemic, which is one where the employees’ choices have a role. This is a point in time where the period of the workplace under COVID-19 is transitioning to a time of “after the vaccine’”.
It was noted that the Governor and his staff in today’s news briefing were still stressing that individuals should continue to wear a mask so these best practices are not diminishing but are now the responsibility of the individuals, private businesses, and local governments in the eyes of the State. Town Administrator Patt asked the Emergency Management Director to provide an overview of the town’s PPE as this will continue to be important for employees to have available. EMD Martin provided an update on PPE available to the Fire Department and the employees, which includes masks, hand sanitizers, and gowns for first responders.
Chairman Marshall stated that he reviewed the Emergency Operation Plan and could see where the call to action occurs but that he was unable to determine when the call to action comes to a conclusion and the ESFs are closed out. EMD Martin stated that the EMRT is in a holding pattern and is not currently holding meetings. Any one of the members could call a meeting if necessary but to date they have been in stand-by. Chairman Marshall contrasted the pandemic against a typical emergency such as a weather emergency and asked if the plan prescribes the continuation of the EMRT for extended periods? At what point does the EMRT conclude its pandemic response and close out the response?
EMD Martin explained that the plan does not have a significant pandemic component. He said he believes that pandemics will be a significant focus of the next plan, which is due to start next year. He stated that he would call a meeting of the EMRT and roll out these questions and look for some responses from the members. Chairman Marshall stated that this is a great time to reflect back on what we learned; what worked; what didn’t work; what would we do if the circumstances were to present themselves again? EMD Martin agreed that these were important questions for the EMRT to review. Selectman Borden stated that he supports this effort and looks forward to being a part of it.
Selectman Parker brought the Board back to the re-opening discussion and requested that the Selectboard go through a review of the discussion. The Chair stated that the Board will request employee input over the next two weeks in advance of Town Meeting. The Board will look to re-open the all Town facilities on May 10th; following the May 7th date when the Governor rescinds the Safer at Home mandates and provides guidance on best practices. The Selectboard will announce this at the May 1st Town Meeting at Oak Park and receive any feedback from the public at the meeting.
Selectman Borden stated that he agrees with the roll-out of the steps outlined. Selectman Parker stated he agrees and feels that citizen input is important to the process.
The Town Administrator asked if the Board was ready to review facility rental dates. Currently the Board has stated it will look at facility rental applications on July 1st. The town has received a number of requests for an earlier facility rental time-frame. This includes the Harness and Drawbar club and for Music on the Common. Selectman Parker stated that he was comfortable with May 10th. Selectman Borden agreed. Chairman Marshall asked if the Board were thinking of including language regarding CDC regulations in force at the time of the event. Selectman Parker stated he would like to review that as the process unfolds. Chairman Marshall stated that COVID is not going away, and moving the date forward requires careful review and feedback to ensure that we move forward as prudently and carefully as we can. The Selectboard members stated their agreement. The Board reached a consensus to move forward.
Selectman Parker asked if the Board is going to target May 13th for in-person Selectboard meetings. The Board agreed to put this on the agenda for further discussion. Selectman Parker stated that he was interested in having a barbeque for town staff and volunteers to show appreciation and gratitude for the hard work. Selectman Borden stated his agreement. The Chair agreed and stated once the budget is passed the Board could look at a possible budget.
Next the Selectboard reviewed an EDDM mailer for the Broadband bond. The Board agreed to send this out in the last week of April, in advance of Town Meeting.
The Selectboard agreed to move the Spirit articles to the following week’s meeting.
The Board requested that as DPW applications come in that they be forwarded to the Board members for review prior to the next meeting.
There being no further business the Board voted to adjourn.
Adjournment
At 7:33 pm, Selectman Borden made a motion to adjourn the meeting; the motion was seconded by the Selectman Parker. The motion carried 3-0 in a roll-call vote: Selectman Borden, Aye; Selectman Parker, Aye; Chairman Marshall, Aye.