Print
Share page with AddThis

Selectboard Minutes

Upload file: 
PDF icon consent_agenda_signed_11-29-2018.pdf
Meeting date: 
Thursday, November 29, 2018

Minutes

Town of Greenfield

Greenfield Town Offices, 7 Sawmill Road Greenfield, NH

Selectboard’s Minutes

Thursday, November 29, 2018 – 5:30 PM

 

Selectboard: Chair Robert Marshall, Selectwoman Margaret A. Charig Bliss, Selectwoman Karen Day

Staff: Aaron Patt, Town Administrator

Public:

Documents for Review/Approval:

Documents List:

  1. A/P Check Registers – 11/21 & 11/27
  2. Employee Vacation Request – Police Department
  3. Donation from Greenfield Firefighters’ Association Inc. - $4000
  4. Selectboard Minutes – 11/05 & 11/27
  5. Meeting House Rental – (2)
  6. Welfare Letters (2)

Items for Discussion/Approval in the Public Session:

            1) Fire/Rescue Apparatus Capital Reserve Fund Balance

           2)  Roberts & Greene PLLC – Audit Services letter

           3) 2019 Groundskeeper Bids – Opening

          4) New Hampshire DMV – Municipal Agent requirement

5:30 PM:  Public Forum

At 5:30 pm, Chairman Marshall opened the meeting. It was noted that there was no public in attendance. The Selectboard began working on the Consent Agenda. Selectwoman Charig Bliss noted that the Consent Agenda from November 27th had a typo and a corrected copy was on the current agenda for signature. She stated that the Nov. 27th consent agenda had not been approved by vote. Therefore, on a motion by Selectwoman Charig Bliss and a second by Selectwoman Day, the Board voted 3-0 in favor of accepting the corrected Consent Agenda from November 27th, 2018. Next the Board voted, on a motion by the Chair and a second by Selectwoman Day to approve the Consent Agenda for Nov. 29th. The motion was approved 3-0 in favor.

The Board examined a letter from the State of New Hampshire, Department of Motor Vehicles, Bureau of Registrations, Municipal Help Desk. The letter explained that the State is requiring the Town of Greenfield, in the continued absence of the Town Clerk, to appoint an acting Municipal Agent. The Board reviewed the email letter and held a discussion. At the conclusion of the discussion the Board voted on a motion by Selectwoman Day and a second by Selectwoman Charig Bliss 3-0, to appoint Wendy Drouin as the acting Municipal Agent, and directed the Town Administrator to write the letter of appointment. The Selectboard discussed the need to meet with the Town Clerk’s office to review the 2019 budget and directed that the meeting with the Municipal Agent take place on December 13th.

6:00 PM: Review of 2019 Budget with Budget Advisory Committee

The Selectboard and Budget Advisory Committee discussed the proposed 2019 budget, which includes most of the department budgets. A two-year budget comparison of 2018 and 2019 was provided. A copy of the Selectboard’s tax rate spreadsheet was also provided for reference. The 2019 budget is approximately $20,000 greater than the 2018 budget; less than a 1% increase. A discussion on the budget goals of the Selectboard was held. An overview of fund balance levels from 2012 to the present was presented. The Selectboard’s tax rate spreadsheet provides a trial tax-rate for the end of 2019 based on the use of $150,000 in fund balance. It was noted that 2019 is the anniversary of the 5-year revaluation per RSA 75:8-A. The town’s evaluation is projected to increase due to market pressure. It was explained that a higher valuation will result in a lower tax rate; therefore if the budget is flat, changes in the valuation should result in a slightly lower tax rate overall. Since individual property values are likely increasing in the 2019 re-valuation, the net effect for property owners, barring any improvements, should be in line with 2018. It was noted that the actual effect on an individual property is impossible to predict. The final evaluation numbers are expected on October 1st, 2019.

Budget Advisory Committee member Keith Hickey suggested that the Recycling Center adopt colored auto stickers and refresh them annually, or, every two years, to help the employees track facility compliance and prevent non-residents from taking advantage of the town’s facility. A discussion of Pay-Per-Throw was held. The concern was raised that the town’s residents are already dedicated recyclers and a pay-per-throw system would reduce recycling efforts. Mr. Hickey explained that while people often feel that they are being double-taxed, the pay-per-throw program has been an effective program that can take the reduction of recycling materials in the waste stream to a new level, and the reduction of hauling fees offsets the cost of the bags. The net result is a more efficient recycling program at a lower cost. Any revenue from sale of bags, beyond the cost of the bags is also used to reduce the cost of the facility. The conversation turned to other areas where the town could ‘wring out’ more efficiency. A discussion on the town’s investment policy was held. The change to a new banking partner has increased the town’s interest income threefold over the previous year. Mr. Hickey provided some background on investment strategies for general fund monies. He noted that these are limited due to the laws in the State of NH. Municipalities are allowed to place funds with the Public Deposit Investment Pool (PDIP) and/or certain CDs for investment of general operating fund monies. As a result of these limitations there may not be a great deal of additional efficiency to realize on the investment side.

The Chair provided an overview of the Selectboard’s process in determining the amount of fund balance likely to be available for next year, prior to making determinations on the department budgets. Committee member Jack Moran stated that he did not feel that the BAC was having a significant impact on the budget process and questioned the BAC spending additional time on the budget. The Selectboard assured the BAC members that their presence was beneficial to the community and has helped the Board refine its process and be more thoughtful. The Selectboard outlined their interest in keeping the BAC involved. Once the books are closed on 2018, there will be a meeting in January before the public hearing to finalize the budget. The Board will have a better idea of whether there will be significant unexpended funds in the 2018 budget, and if there will be significant revenues beyond those committed to the 2018 tax rate.

At 7:25 the Chair thanked the BAC members for their help and insight.

7:30 PM: Selectboard’s Annual Review of the Town Administrator

At 7:24 the Selectboard entered into a brief work session. Following the work session, the Selectboard voted to enter into non-public meeting to hold the Town Administrator’s annual evaluation.

The Chair made a motion to enter into non-public session for the purpose of evaluating the Town Administrator’s performance and to discuss compensation for the position,  as outlined in RSA 91-A:3 IIa. The motion was seconded by Selectwoman Day. On a roll-call vote of 3-0 in favor, the Board entered into non-public session.

At 8:45 pm, on a motion by Selectwoman Charig Bliss and a second by Selectwoman Day, the Board voted 3-0 to exit the non-public meeting. While in the public session, Selectwoman Charig Bliss made a motion to seal the minutes according to RSA 91-A:3,III, to preserve the effectiveness of the Selectboard’s deliberations, the motion was seconded by the Chair and passed 3-0 in favor. It was noted that no decisions were made in the non-public session, and that the Board would revisit the question of compensation after a review of town administrator salaries from neighboring towns.

8:50 PM: Selectboard Work Session

The Selectboard requested that the paperwork for the final payment on the tanker truck be brought to the December 6th meeting. A conversation on the inspection process took place. Selectwoman Day provided an update on travel arrangements to the facility. Travel had been postponed due to the Thanksgiving holiday.

Next the Selectboard reviewed the groundskeeper contract. It was noted that only one bid had been received. At the request of the Buildings & Grounds Manager, the Selectboard provided a 2 week extension in order to give contractors some time to provide 2 more bids.

The Selectboard took up a discussion of the Fire Chief. The Chair made a motion to enter into non-public session for the purpose of appointing a new Fire Chief subsequent to the interviews with internal applicants, and to discuss compensation for the position,  as outlined in RSA 91-A:3 IIa. The motion was seconded by Selectwoman Day. On a roll-call vote of 3-0 in favor, the Board entered into non-public session.

At 9:25 pm, on a motion by Selectwoman Charig Bliss and a second by Selectwoman Day, the Board voted 3-0 to exit the non-public meeting. While in the public session, Selectwoman Charig Bliss made a motion to seal the minutes according to RSA 91-AIII, to preserve the effectiveness of the Selectboard’s deliberations and discussions on compensation, the motion was seconded by the Chair and passed 3-0 in favor. It was noted that the Selectboard had instructed the Town Administrator to approach the finalist to offer the appointment to the Greenfield Volunteer Fire Chief position.

Adjournment

At 9:30 pm Selectwoman Charig Bliss made a motion to adjourn the meeting, the motion was seconded by Selectwoman Day, the motion carried 3-0.