Selectboard Minutes

Town of Greenfield

7 Sawmill Road, Greenfield, NH 03047

Selectboard’s Minutes

Thursday, March 11, 2021 – 5:30 PM

Selectboard: Chairman Robert Marshall, Selectman Michael Borden, Selectman Mason Parker

Staff: Aaron Patt, Town Administrator

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 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. Mason 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

Selectman Marshall, as Chair of the previous Selectboard, opened the meeting at 5:30.  The Chair welcomed the Board members and congratulated Selectman Borden and Selectman Mason on their recent elections to the Board. The Chair asked the Town Administrator if there were any requirements for the new Board. Town Administrator Patt outlined the need of the Board to vote a Chairperson for the upcoming year. Following this explanation, Selectman Borden made a motion to appoint Robert Marshall as Chairman of the Selectboard. Selectman Parker seconded the motion. On a roll-call vote the Board voted 3-0 in favor of the motion; Selectman Borden, Aye; Selectman Parker, Aye, Selectman Marshall, Aye. Therefore Selectman Robert Marshall is the Chair for the 2021-2022 session ending March of 2022 when a new Selectboard Chair will be elected following Town Meeting Election Day 2022.

The Selectboard discussed Ex-Officio and Liaison appointments to Boards and Committees, including the Planning Board, Ambulance Advisory Committee, the ConVal Selectmen’s Advisory Committee, and the Friends of the Greenfield Meeting House Committee.

The Chair made a motion to appoint Mason Parker as Ex-Officio to the Planning Board. Selectman Borden seconded the motion. On a roll-call vote the Selectboard voted 3-0 in favor of the motion; Selectman Borden, Aye; Chairman Marshall, Aye, Selectman Parker, Aye.

The Chair made a motion to appoint Michael Borden to the Ambulance Advisory Committee. The motion was seconded by Selectman Parker. On a roll-call vote the Board voted 3-0 in favor of the motion; Selectman Borden, Aye; Selectman Parker, Aye; Chairman Marshall, Aye.

The Chair volunteered to continue to be the Selectmen’s liaison to the ConVal Selectmen’s Advisory Committee (SAC). Selectman Borden made a motion to appoint Chairman Marshall to liaison to the ConVal SAC Committee. The motion was seconded by Selectman Parker. On a roll-call vote the Board voted 3-0 in favor of the motion; Selectman Borden, Aye; Selectman Parker, Aye; Chairman Marshall, Aye.

Selectman Borden made a motion to appoint Chairman Marshall to be the Selectboard liaison to the Friends of the Greenfield Meeting House. The motion was seconded by Selectman Parker. On a roll-call vote, the Board voted 3-0 in favor of the motion; Selectman Borden, Aye; Selectman Parker, Aye; Chairman Marshall, Aye.

The Selectboard discussed whether there should be a Selectboard liaison to the Zoning Board of Adjustment. Greenfield has not had this liaison position in recent memory. The Zoning Board (ZBA) is an appellate board for Selectboard decisions and there may be a conflict of interest. It was noted that the Zoning Board has always had its appointments granted by the Moderator so as to stay outside of the umbrella of the Selectboard. It was agreed that the Board would reach out to Gil Morris, ZBA Chair, and inquire if the ZBA would be interested in having an Ex-Officio member from the Selectboard attend their meetings.

The Chair noted that the Consent Agenda has a significant number of items and will require some coordination to move through the list of more than twenty items. The Chair noted that the Emergency Order that allows for virtual meetings will require a roll-call vote for each item. Selectman Borden moved the Consent Agenda and the motion was seconded 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 an Accounts Payable (AP) Check Manifest in the amount of $$266,242.13; with $246,297.01 to ConVal School District; $5,242.66 to Allen & Mathewson for heating fuel/propane; $4,500.00 to Municipal Resources Inc.; $2,407.59 to Eversource; and the rest below the $1,500 threshold for Department Head spending as outlined in the Greenfield Purchasing Policy approved by the Greenfield Selectboard. Selectman Borden made a motion to accept the AP 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 next item on the Consent Agenda is an AP Check Manifest for a payment to the NH Retirement System dated 2/25/2021 in the amount of $10,384.17. Selectman Borden made a motion to accept the AP 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 of the motion: Selectman Parker, Aye; Selectman Borden, Aye; Chairman Marshall, Aye.

The next item on the Consent Agenda is an AP Check Manifest for a payment to the NH Retirement System dated 3/25/2021 in the amount of $10,216.67. Selectman Borden made a motion to accept the AP 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 of the motion: Selectman Borden, Aye; Selectman Parker, Aye; Chairman Marshall, Aye.

The next item on the Consent Agenda is an AP Check Manifest for a lost check in the amount of $41.96. Selectman Borden made a motion to accept the AP check manifest and to replace the lost check in the same amount. Selectman Parker seconded the motion. On a roll-call vote the Board voted 3-0 in favor of the motion: Selectman Borden, Aye; Selectman Parker, Aye; Chairman Marshall, Aye.

Next, the Chair stated that the Tax Collector has forwarded an abatement request for the Board to review. The abatement is for $54.64 for a 2010 timber tax (R9-46) that was unpaid at the time that the property changed hands and the new owner is not responsible for the tax. The lien amount has been outstanding for over a decade and the Tax Collector requests that the Board abate the amount in order to resolve the open receivable. Selectman Borden made a motion to abate the taxes as presented. Selectman Parker seconded the motion. On a roll-call vote the Board voted 3-0 in favor of the motion: Selectman Borden, Aye; Selectman Parker, Aye; Chairman Marshall, Aye.

The Selectmen reviewed an abatement request from the Tax Collector for a wastewater payment. Crotched Mountain was paying the wastewater bill for the Old Town Office (V3-31). Now that Crotched Mountain is no longer a tenant, the town needs to abate the wastewater bill. Selectman Borden made a motion to abate the wastewater bill. Selectman Parker seconded the motion. On a roll-call vote the Board voted 3-0 in favor of the motion: Selectman Borden, Aye; Selectman Parker, Aye; Chairman Marshall, Aye.

The Selectboard reviewed a Timber Tax Levy for R3-30 in the amount of $557.75. Selectman Borden made a motion to authorize the levy. Selectman Parker seconded the motion. On a roll-call vote the Board voted 3-0 in favor of the motion: Selectman Borden, Aye; Selectman Parker, Aye; Chairman Marshall, Aye.

The Selectboard reviewed a Timber Tax Levy for R3-3 in the amount of $4,136.57. Selectman Borden made a motion to authorize the levy. Selectman Parker seconded the motion. On a roll-call vote the Board voted 3-0 in favor of the motion: Selectman Borden, Aye; Selectman Parker, Aye; Chairman Marshall, Aye.

The Selectboard reviewed appointment paperwork for four people to the Conservation Commission, forwarded by the Conservation Commission Chair: Karen Day, Candice Fowler, Carol Irving, Stephanie Kokal.

Selectman Borden made a motion to appoint Karen Day to the Conservation Commission. Selectman Parker seconded the motion. On a roll-call vote the Board voted 3-0 in favor of the motion: Selectman Borden, Aye; Selectman Parker, Aye; Chairman Marshall, Aye.

Selectman Borden made a motion to appoint Candice Fowler to the Conservation Commission. Selectman Parker seconded the motion. On a roll-call vote the Board voted 3-0 in favor of the motion: Selectman Borden, Aye; Selectman Parker, Aye; Chairman Marshall, Aye.

Selectman Borden made a motion to appoint Carol Irving to the Conservation Commission. Selectman Parker seconded the motion. On a roll-call vote the Board voted 3-0 in favor of the motion: Selectman Borden, Aye; Selectman Parker, Aye; Chairman Marshall, Aye.

Selectman Borden made a motion to appoint Stephanie Kokal to the Conservation Commission. Selectman Parker seconded the motion. On a roll-call vote the Board voted 3-0 in favor of the motion: Selectman Borden, Aye; Selectman Parker, Aye; Chairman Marshall, Aye.

The Selectboard reviewed a request from the Library Trustees to appoint three Library Trustee Alternates – Mary Ann Grant, Valli Hannings, Jean Rube-Rainier.

Selectman Borden made a motion to appoint Mary Ann Grant as a Library Trustee Alternate. Selectman Parker seconded the motion. On a roll-call vote the Board voted 3-0 in favor of the motion: Selectman Borden, Aye; Selectman Parker, Aye; Chairman Marshall, Aye.

Selectman Borden made a motion to appoint Valli Hannings as a Library Trustee Alternate. Selectman Parker seconded the motion. On a roll-call vote the Board voted 3-0 in favor of the motion: Selectman Borden, Aye; Selectman Parker, Aye; Chairman Marshall, Aye.

Selectman Borden made a motion to appoint Jean Rube-Rainer as a Library Trustee Alternate. Selectman Parker seconded the motion. On a roll-call vote the Board voted 3-0 in favor of the motion: Selectman Borden, Aye; Selectman Parker, Aye; Chairman Marshall, Aye.

The Selectboard reviewed an Elderly Exemption application for V3-17. A discussion on the Elderly Exemption tax exemption was held. Finding that the applicant meets the criteria, Selectman Borden made a motion to approve the application. Selectman Parker seconded the motion. On a roll-call vote of 3-0 the Board voted 3-0 in favor of the motion; Selectman Borden, Aye; Selectman Parker, Aye; Chairman Marshall, Aye.

The Selectboard reviewed an Elderly Exemption application for R4-24. Finding that the applicant meets the criteria, Selectman Borden made a motion to approve the application. Selectman Parker seconded the motion. On a roll-call vote of 3-0 the Board voted 3-0 in favor of the motion; Selectman Borden, Aye; Selectman Parker, Aye; Chairman Marshall, Aye.

The Selectboard reviewed an Elderly Exemption application for R1-17-1. Finding that the applicant meets the criteria, Selectman Borden made a motion to approve the application. Selectman Parker seconded the motion. On a roll-call vote of 3-0 the Board voted 3-0 in favor of the motion; Selectman Borden, Aye; Selectman Parker, Aye; Chairman Marshall, Aye.

The Selectboard reviewed a Solar Exemption application for R3-22-7. A discussion on the solar tax exemption was held. At the conclusion of the discussion, Selectman Borden made a motion to approve the application. Selectman Parker seconded the motion. On a roll-call vote of 3-0 the Board voted 3-0 in favor of the motion; Selectman Borden, Aye; Selectman Parker, Aye; Chairman Marshall, Aye.

The Selectboard reviewed a Solar Exemption application for R4-26. Selectman Borden made a motion to approve the application. Selectman Parker seconded the motion. On a roll-call vote of 3-0 the Board voted 3-0 in favor of the motion; Selectman Borden, Aye; Selectman Parker, Aye; Chairman Marshall, Aye.

The Selectboard reviewed a Solar Exemption application for R2-15-1. Selectman Borden made a motion to approve the application. Selectman Parker seconded the motion. On a roll-call vote of 3-0 the Board voted 3-0 in favor of the motion; Selectman Borden, Aye; Selectman Parker, Aye; Chairman Marshall, Aye.

The Selectboard reviewed a Veteran’s Exemption application for S5-26. Selectman Borden made a motion to approve the application. Selectman Parker seconded the motion. On a roll-call vote of 3-0 the Board voted 3-0 in favor of the motion; Selectman Borden, Aye; Selectman Parker, Aye; Chairman Marshall, Aye.

Next, the Selectboard reviewed a Heavy Hauling Permission form that the DPW Roads department has submitted to the Board for review and approval. The form provides permission for vehicles with weight in excess of the posting to travel on posted roads during mud season. The Selectboard reviewed and suggested several changes to the document so that the permission form has a similar look to other Town of Greenfield municipal documents. Selectman Borden made a motion to approve the permission form as amended. Selectman Parker seconded the motion. On a roll-call vote of 3-0 the Board voted 3-0 in favor of the motion; Selectman Borden, Aye; Selectman Parker, Aye; Chairman Marshall, Aye. The Town Administrator was tasked with making the amendments and finalizing the document.

Next, the Selectboard reviewed a number of vacation request forms for the Building and Grounds Manager. The manager is interested in using vacation days for several long weekends. The Selectboard discussed and determined that they would support the vacation requests subject to the manager ensuring that the request did not interfere with any town functions and subject to ensuring appropriate coverage as necessary for anything that might come about. This can include delegating certain responsibilities to the DPW department for coverage. Selectman Borden made a motion to approve the permission forms as outlined. Selectman Parker seconded the motion. On a roll-call vote of 3-0 the Board voted 3-0 in favor of the motion; Selectman Borden, Aye; Selectman Parker, Aye; Chairman Marshall, Aye.

Next, the Selectboard reviewed the Minutes of 3/04/21.  Selectman Borden made a motion to accept the minutes with one spelling correction. 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.

There followed a discussion on the newly elected Budget Advisory Committee. The Board agreed that they would like to send a letter to the committee members welcoming them in advance of the September budget season.

Chairman Marshall took up other items of business. The first is a memo regarding the Police Department’s Part-Time Wages line, which has 51.5% remaining. The Selectboard requested that the Police Chief schedule a meeting with the Board.

Next the Selectboard discussed a resolution statement on behalf of the library, which is required as part of the Moose Plate grant program by the State of New Hampshire. The following resolution was read aloud –“RESOLVED: That this Municipality, in conjunction with the Stephenson Memorial Library shall enter into a contract with the State of New Hampshire, as part of the application for the State of New Hampshire Moose Plate grant program, and that the officials listed, on behalf of this Municipality and the Stephenson Memorial Library, are authorized and directed to enter into the said grant application with the State of New Hampshire, and that they are to take any and all such actions that may be deemed necessary , desirable or appropriate in order to execute, seal, acknowledge and deliver any and all documents, agreements and other instruments on behalf of this Municipality in order to accomplish the same.” The individuals referenced are the Library Trustee Chair, Town Administrator, and Treasurer as appropriate to the needs of the grant.

Selectman Borden made a motion to approve the resolution. Selectman Parker seconded the motion. On a roll-call vote of 3-0 the Board voted 3-0 in favor of the motion; Selectman Borden, Aye; Selectman Parker, Aye; Chairman Marshall, Aye.

 Next the Selectboard discussed a recent Planning Board public hearing where permission was granted to the DPW to take down 30 trees on Cavender Road. DPW has received an invoice from Roblee Tree Service in the amount of $5,500. At the conclusion of the discussion regarding the trees, Selectman Borden made a motion to approve the invoice to hire Roblee Tree Service to take down and chip the trees. Selectman Parker seconded the motion. On a roll-call vote of 3-0 the Board voted 3-0 in favor of the motion; Selectman Borden, Aye; Selectman Parker, Aye; Chairman Marshall, Aye.

 There being no further business the Board voted to adjourn.

 Adjournment

 At 7:54 pm, the 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.