Selectboard Minutes
Town of Greenfield
7 Sawmill Road, Greenfield, NH 03047
Selectboard’s Minutes
Thursday, February 25, 2021 – 5:00 PM
Selectboard: Chairman Robert Marshall, Selectwoman Karen Day, Selectman Michael Borden
Staff: Aaron Patt, Town Administrator; Richard McQuade, DPW Building & Grounds Manager; Diane Boilard, Library Trustee Chair
Public:
5:00 PM: Virtual Meeting Open – Dial In 1+717-275-8940
The meeting was called to order at 5:00pm. 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 Selectboard members are each home and alone, the Town Administrator is in his office at home and is alone. Mr. Borden is in his home and is alone. Mr. McQuade is home alone. Diane Boilard is home 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.
Gov. Sununu’s Emergency Order #16 has been lifted however, given the headlines where other States are pulling back from re-opening and the virus appears to be surging in many areas, there is a risk that the Selectboard cannot ignore. 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.”
5:00 PM: Selectboard Business Meeting
The Chair opened the meeting at 5:00, as posted in light of a ConVal Selectman’s Advisory Committee meeting that will begin at 7:00PM. The Chair invited Library Trustee Chair Boilard to provide background on her visit. Ms. Boilard stated that she has two items to discuss. The first is the Library’s Moose Plate Grant application, which requires that the Library use the Town’s EIN number. Ms. Boilard is providing advance notice of this grant application requirement to ensure that the requirement will not affect the municipality. The Board discussed and the Town Administrator would review the application to ensure that it will not prevent the Selectboard from applying for a Moose Plate grant in the future for the Meeting House. Next Ms. Boilard stated that she saw the entry for the Library Personnel Policy on the Consent Agenda and wanted to be available in case the Selectboard had any questions. Town Administrator Patt explained that the Library budget does not have a legal line item and so a review of the Library’s policy by Town Counsel has to be approved by the Selectboard as it will be paid out of the town’s Legal budget line. The Selectboard discussed the request with Ms. Boilard and came to a consensus that the policy should be reviewed and the cost covered as outlined by the Town Administrator. The Chair stated that as this is related to expenditure of funds the Board should record a vote. Selectwoman Day made a motion to have the Library Personnel Policy Draft reviewed by Town Counsel and for the cost to come from the general Legal line item in the town’s budget. The Motion was seconded by Selectman Borden. On a roll-call vote of 3-0 in favor the motion passed; Selectwoman Day, Aye; Selectman Borden, Aye; Chairman Marshall, Aye.
Next the Chair invited Mr. McQuade to address the Selectboard. Mr. McQuade stated that there is a 16’ deep well on the Rt. 136 Municipal Parkin Lot, which is covered by a large boulder. Due to the freezing and thawing cycles the boulder has shifted. DPW has uncovered the well by moving the boulder and found that the well has some standing water in it at the bottom. Mr McQuade is requesting permission to fill the well on the property and remove the liability associated with the open hole in the ground. Selectman Borden stated that he was in agreement as there is no benefit to having an unused well on the property. Selectman Borden made a motion that the DPW fill the well in question with gravel and grade the gravel over so that the well is effectively capped. Selectwoman Day seconded the motion. On a roll-call vote the Selectboard voted 3-0 in favor of the motion; Selectwoman Day, Aye; Selectman Borden, Aye; Chairman Marshall, Aye.
Next the Chair stated that he would like to deal with the Consent Agenda. Selectman Borden moved the Consent Agenda and the motion was seconded by Selectwoman Day. On a roll call vote the Board voted 3-0 in favor of accepting the Consent Agenda: M. Borden – Aye, K. Day – Aye, Chairman Marshall – Aye.
The Chair stated that the Consent Agenda includes an Accounts Payable Check Manifest in the amount of $45,691.17; with $17,532.31 to NH School Health Care Coalition for employee health insurance; $9,048.00 to Upton & Hatfield LLP for legal services; $3,762.49 to Granite State Minerals for Road Salt; $3,677.06 to Allen & Mathewson for Propane and Heating Fuels; $2,473.00 to Monadnock Disposal Service for waste hauling at the Recycling Center; $1,730.23 to Jordan Equipment for services to the DPW; $1,651.31 to Consolidated Communications for telephone and Internet access; and the rest below the $1,500 Department Head spending limit set by the Selectboard as part of the Town of Greenfield Purchasing Policy. Selectwoman Day made a motion to accept the A/P check manifest and to release the funds therein. Selectman Borden seconded the motion. On a roll-call vote, the Board voted 3-0 in favor: M. Borden – Aye, K. Day – Aye, B. Marshall – Aye.
The next item on the Consent Agenda is the 1st Quarter Wastewater Tax Warrant. This warrant has been signed with original signatures by two Selectboard members earlier in the week. As such the warrant has been forwarded to the Tax Collector. The Chair stated that the Board should record a vote to ensure that the Wastewater warrant is covered by the Board while in session. Chairman Marshall made a motion to accept the Wastewater warrant and to acknowledge that it has been forwarded to the Tax Collector for collection. The motion was seconded by Selectwoman Day. On a roll-call vote the Board voted 3-0 in favor of the motion: Selectwoman Day, Aye; Selectman Borden, Aye; Chairman Marshall, Aye.
Next, the Selectboard reviewed the Minutes of 2/18/21. A discussion about the Selectboard’s discussion on the use of facilities and the July 1st date was held. Selectwoman Day was unsure that the minutes reflected the result of the conversation. After discussion, Selectman Borden stated that the minutes reflected the decision of the Board. Having reached agreement, Selectman Borden made a motion to accept the minutes as written. Selectwoman Day seconded the motion by Selectman Borden. On a roll-call vote, the Board voted 3-0 in favor of accepting the minutes: M. Borden – Aye, K. Day – Aye, B. Marshall – Aye.
Chairman Marshall took up other items of business. The first was a review of the fund raising brochure produced by the Friends of the Greenfield Meeting House. The Selectboard received an electronic copy of the brochure and held a brief discussion. Chairman Marshall stated that the brochure was the result of a lot of hard work on the part of the organization’s members and he felt it was well done and very professional. The Selectboard members agreed.
Next the Selectboard discussed the upcoming Election Day, which will be held on Tuesday March 9th. It was noted that this would be Selectwoman Day’s last day as she is not running for re-election. Due to the possibility that there would be people voting that will not wear masks (facial coverings in line with CDC recommendations), Ms. Day stated she would not be available to cover the voting place. She was unable to find someone to appoint to stand in her stead. Selectman Borden stated that he could participate in the afternoon and the Chair stated he would help cover the event during the day.
Next the Selectboard discussed the need to post roads for the upcoming thaw and mud season. The Board, noting that this would fall to the acting foreman in the DPW, agreed to authorize Jim Morris to post the roads and to determine when roads can be safely used by vehicles in excess of the posted limits during the posting period.
Next the Selectboard discussed the need to hold another Public Broadband Hearing as outlined by Bond Counsel due to the change of Greenfield’s Town Meeting business meeting date. The town is required to hold this public hearing within a certain number of days of the business meeting. All other dates are counted from the Election Day. As a result, the public hearing that was held is not in compliance and must be held again. The Chair stated that this is a benefit given the amount of time that will elapse between Election Day and the business meeting. The Board should schedule at least one informational meeting about the budget during that timeframe as well. This will help ensure that the Town Meeting business meeting runs smoothly in May. The Selectboard examined their schedules and determined that the public hearing would be held on March 18th, well in advance of the business meeting so that in the event of any technical issues, the Board would have a chance to repost and avoid any deficiencies in the process. The Board also discussed and agreed to send out an EDDM mailing town-wide to notice the public hearing. Separately, the Board will provide materials for publication in the Greenfield Spirit to cover the warrant for the business meeting.
Next the Selectboard discussed reaching out to the Sportmen’s Club regarding their interest in holding a Memorial Day service.
Lastly, the Town Administrator notified the Selectboard of the need to reach out to Crotched Mountain regarding the PILOT for 2021.
There being no further business the Board voted to adjourn.
Adjournment
At 6:53 pm, the Chair made a motion to adjourn the meeting; the motion was seconded by the Selectman Borden. The motion carried 3-0 in a roll-call vote: M. Borden – Aye, K. Day – Aye, B. Marshall - Aye.