Selectboard Minutes
Town of Greenfield
7 Sawmill Road, Greenfield, NH 03047
Selectboard’s Minutes
Thursday, March 18, 2021 – 5:30 PM
Selectboard: Chairman Robert Marshall, Selectman Michael Borden, Selectman Mason Parker
Staff: Aaron Patt, Town Administrator
Public: [See Zoom Attendee list for public hearing participants]
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
Chairman Marshall opened the meeting at 5:30.
The Chair noted that the Consent Agenda has several items and then the Board will recess the meeting to host a Broadband public hearing on Zoom. Following the public hearing the Board will reconvene on the conference call platform. 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 a Payroll Check Manifest in the amount of $28,649.44. 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 next item on the Consent Agenda is an AP Check Manifest for the amount of $820.10. 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.
Next, the Chair stated that the Selectboard has received a letter from a local Boy Scout asking for permission to sell candy bars at a table at Town Meeting, which will be on May 1st at Oak Park. Selectman Borden made a motion to provide permission as outlined. Selectman Parker seconded the motion and asked that the Board consider adding “adhering to CDC guidelines in force at the time”. Selectman Borden agreed to amend his motion. On a roll-call vote the Board voted 3-0 in favor of the amended motion: Selectman Borden, Aye; Selectman Parker, Aye; Chairman Marshall, Aye.
Next, the Selectboard reviewed the Minutes of 3/11/21. Selectman Borden made a motion to accept the minutes as presented. 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 bank signatory forms that the Selectboard members have signed as part of their fiduciary oversight and responsibility. Town Administrator requested that the Selectboard authorize the use of electronic signatures, as recorded, for all of those forms require signature by Board members, where the Board has voted to approve the form as part of their business meeting. The Board agreed. Selectman Borden made a motion to approve the use of electronic signatures on those documents approved by an affirmative vote of the Selectboard. Selectman Parker seconded the motion. On a roll-call vote of 3-0 the Board voted in favor of the motion; Selectman Borden, Aye; Selectman Parker, Aye; Chairman Marshall, Aye.
Next the Chair provided a detailed update on his meeting with the Friends of the Greenfield Meeting House. The Friends will be providing a tour of the Meeting House on Saturday, March 27th from 10am-12pm and the Selectboard members are invited. At the conclusion of the update, Chairman Marshall stated that the Friends have requested permission of the Selectboard to store their fund raising items and materials in the minister’s office on the second floor. The Selectboard stated that there was a consensus of agreement to provide that permission in line with the Board’s previous vote to allow the Friends to host tours of the Meeting House for potential donors. The Chair outlined an effort by the Friends to have banners on the light poles. The Selectboard supports of the banners.
The Chair requested that the Board consider holding a meeting with the Friends of the Greenfield Meeting House in April. The meeting will be for the Friends and the Selectboard to reach consensus on the Meeting House renovation timeline. Selectman Parker stated that the last time that the public was involved in the discussion was in 2019. He would like to see a concerted effort to include the public in the decision making process so that they can have a say in how their tax dollars are spent. At the conclusion of the discussion the Selectboard agreed to schedule a meeting with the Friends of the Greenfield Meeting House on April 8th.
Next the Selectboard took up a discussion on a recent website inquiry that criticized the speed bumps on Slip Road. The paint has worn off of the speed bumps and that complainant felt that the paint must be deficient. The Town was encouraged to repaint the speed bumps. Following a discussion on the efficacy of the speed bumps, the Board agreed that the speed bumps should be painted for safety reasons and this would take place when “the weather warms up enough”.
Selectman Borden asked if the other Selectboard members had reviewed the Inter-Municipal Agreement that the Wilton Ambulance recently sent via email. Selectman Borden will attempt to attend the Ambulance Advisory Committee meeting on the 23rd at 10AM via Wilton’s zoom platform.
The Chair announced that the time had come for the Selectboard to recess the business meeting in order to hold a public hearing. He announced that the Selectboard will move to the zoom platform hosted by Tom Bascom, Broadband Volunteer Committee Chair.
At 6:18pm, the Selectboard recessed the business meeting to host a Public Hearing on Zoom as posted in town, on the website, and in the local newspaper.
At 6:22pm, while on the Zoom platform, the Chair discussed the public hearing process with Mr. Bascom and then confirmed that the Selectboard members had joined the session.
At 6:28pm, Mr. Bascom opened the Zoom platform to allow the public to join the meeting.
6:30 PM: Broadband Public Hearing via Zoom
At 6:30pm, Chairman Marshall opened the Public Hearing and provided an overview of the Emergency Order that provides the Selectboard the ability to host the virtual meeting. He then provided welcoming remarks to the people attending the hearing. At the conclusion of the remarks, the Chair stated that Mr. Bascom would provide a walk-through of the Broadband Public Hearing Powerpoint after which there would be time for questions. Following the public hearing the Selectboard will resume their Selectboard business meeting on the conference call platform as posted in town and on the website.
At 6:34pm, Tom Bascom provided an overview of the Broadband project with the help of a Powerpoint slideshow. Mr. Bascom provided an overview of the ‘Chesterfield model’ for broadband fiber optic installation throughout the town. Next he touched on the survey results for the town. A slide explaining the RSA that governs the ability of municipalities to bond for Broadband infrastructure was provided. Mr. Bascom outlined the primary points of the RSA for those people on an audio-only connection by telephone. Next, Mr. Bascom provided a slide of the components of the proposed bond for Greenfield. He narrated the slide, outlining the costs for each component, including the total cost, the amount of investment by Consolidated Communication and the net cost of the bond to Greenfield. The explanation continued with a general overview of the bond’s structure, including subscriber fees, potential costs for the service, how the bond is paid, and the ownership of the network at the conclusion of the bond (20 year period). On the last slide, the warrant article that will be brought to Town Meeting was read aloud.
To see if the Town will vote raise and appropriate the sum of One Million, Three Hundred Fifty-Six Thousand, Two Hundred Ninety-Seven Dollars ($1,356,297) for the purpose of furnishing, constructing, and installing facilities and equipment to make a Fiber Optic Broadband Network available in the town of Greenfield , with Nine Hundred Eighty-Seven Thousand and Twelve Dollars ($987,012) of such sum to be raised through the issuance of bonds or notes under and in accordance with the provisions of the Municipal Finance Act (RSA 33) and Three Hundred Sixty-Nine Thousand Two Hundred Eighty-Five Dollars ($369,285) of such sum as a donation from the broadband provider; furthermore, to authorize the Board of Selectmen to apply for, obtain, and accept federal, state, or other aid, gifts, and donations, if any, which may be available for said project and to comply with all laws applicable to said project; to authorize the Board of Selectmen to issue, negotiate, sell, and deliver such bonds or notes to determine the rate of interest thereon, and the maturity and other terms thereof; and furthermore to authorize the Board of Selectmen to take any other action or to pass any other vote relative thereto. The Board of Selectmen recommends this appropriation. 3/5 ballot vote required.
Mr. Bascom noted that this warrant would be voted on at Town Meeting, which has been scheduled for May 1st at Oak Park, starting at 9AM.
At 6:45pm, the slideshow presentation wrapped up. The Chair opened the hearing to questions from the public.
Stephanie B., a current subscriber to Consolidated Communications Inc. (CCI) DSL service, asked if the Broadband deployment would improve their connection? Mr. Bascom explained some of the differences in a copper network versus the fiber network and concluded that the bandwidth availability and reliability could be substantially improved with the Broadband deployment.
Stephanie B. asked a follow-up question. Why did the town choose CCI and not ComCast? Mr. Bascom explained that while ComCast provided a proposal, the proposal was a hybrid network that was partly fiber and partly coaxial cable, the cost was significantly higher, and the timeline for delivery was substantially longer.
Nancy Wheeler asked who maintains the Network. Mr. Bascom explained that CCI will maintain the network for the life of the bond. At the conclusion of the bond, the town has the opportunity to contract with CCI for another period, or, go out to bid for another company to maintain and service the network.
Jonathan Loeb stated that he has bonded DSL and is satisfied with the service that he receives. He asked if residents would have to give up their current service when the Broadband deployment happens. Mr. Bascom stated that residents can keep their current service.
Jack Moran asked several questions about the contract with CCI, some of which were asked at the first public hearing but were tabled for further research. The first question was to clarify the ownership at the end of the installation. Mr. Bascom explained that since the first contract in the State was executed, this has been clarified. The town will own the network, which is what allows for the town to bond for the project.
Mr. Moran asked if there will be an escalator clause on charges to the end user to ensure that there is a limit to the price increases that CCI can charge the end customer. Mr. Bascom stated that this language is not in the current contract; monthly charges are regional in nature and not based on a specific town.
Mr. Bascom provided an overview of a recent Southwest Regional Planning Commission (SWRPC) meeting in which SWRPC was attempting to bring together into a unified platform, the towns that are independently negotiating with CCI, or other contractor(s), for Broadband. This will help provide a platform that the individual towns can rely on to ensure that common issues are addressed the same state-wide. He provided a few examples, such as language that covers network inventory, language that clarifies universal service, language that deals with frontage and easements, maintenance responsibilities and schedules, as well as price increases.
Mr. Moran asked about the language of the Warrant Article (on the last slide). It was explained for the benefit of the attendees that in the first public hearing the language was provided by the Dept. of Revenue (NHDRA) portal and subsequently approved by Town Counsel, but, after the discussion the Warrant Article language was revised based on the input of Bond Counsel. [Mr. Moran had asked a question about the language of the initial draft warrant article, and the language of the draft article was discussed in detail especially with respect to gross budgeting. During the original hearing, Mr. Bascom provided a copy of the language that the Town of Walpole used as an example the Town of Greenfield might want to consider]. Town Administrator Patt explained that after the first hearing the language was sent to Bond Counsel for review. The last slide of the slideshow now shows the updated (final) language and this language cures the concern that Mr. Moran raised in the first meeting. Mr. Moran agreed that the language was much better.
David ‘Rags’ Gilmore asked about the technology and delivery to the individual residents. Some residents have underground access. Mr. Bascom and Mr. Gilmore discussed the possibility that some residents with buried cable would not have conduit because that was a standard that came later. Some residents may be served by telephone access that is consists of cables buried in the ground to reach the home. Mr. Gilmore stated that he would have to do some research as his home is quite old and he is unsure how long the driveway is and whether there is conduit to the home. A brief description of the language in the contract regarding “drops” and lengths of “drops” was provided by the Town Administrator and Mr. Bascom.
At 7:10pm, the Chair asked if there were any further questions regarding the Broadband project, installation, or the bond. There being no response, the Chair stated that he would now close the public hearing. He thanked the participants and residents for attending. There were a total of 16 people in total that attended the hearing via Zoom.
At 7:13pm, Chairman Marshall announced that the Selectboard would now resume their business meeting. The business meeting is on the Free Conference conference-call platform and the access numbers are posted on the website, and on the agenda, which is also posted on the website.
7:15 PM: Selectboard Business meeting (Contd.)
At 7:15pm, the Selectboard members resumed their business meeting on the conference call platform. Karen Day, former Selectboard member and Greenfield Spirit coordinator joined the call.
The Selectboard discussed a revised article for the Greenfield Spirit. The article covers Town Meeting and the business meeting, which has been scheduled for May 1st. Selectman Parker stated that the use of the word “masks” has generated controversy in the public and he suggests that the Board use language that reflects “the CDC guidelines in effect at that time”, instead of language that states that “masks are required”. The Board was agreeable to the change. Ms. Day stated that she would update the article for the Spirit. Selectman Parker asked if the Board would review the Spirit in advance of its mailing. He stated that there are inserts in the Spirit that outlined use of masks and he would like to see the proof edition before it’s mailed out. The Chair stated that the Spirit is brought before the Board for approval before it’s mailed out.
7:30 PM: Department of Public Works: Rick McQuade, Jim Morris, Matthew Hall
At 7:30pm, the Chair welcomed Greenfield DPW’s Richard ‘Rick’ McQuade, Jim Morris, and Matthew Hall to the meeting. The Chair stated that the purpose of the meeting is to go over the recommendations in the Municipal Resources Inc. (MRI) report on the organizational structure of the Greenfield DPW, which was commissioned by the Selectboard in response to the Selectboard’s interview with DPW and concerns voiced by DPW members. The Chair asked if the DPW members would like to provide feedback on the report; what resonated; what didn’t fit.
Mr. McQuade stated that DPW staff had already been improving things at the garage and the result is that the culture is better and there is more planning happening.
Mr. Morris stated that the DPW is short staffed with a lot on their plate but they have been working diligently.
Mr. McQuade provided a short list of accomplishments, outlining the improvements that staff has been working on since before MRI provided their review. He stated that the report reinforced what had already been underway.
Mr. Hall stated that they department is short handed but that they are getting a lot of work done and that they are unified as a team.
Mr. McQuade stated that the ‘locker room mentality’ cited in the report is gone. The team is very productive.
Mr. Morris stated that they have driven every dirt road in town by 7:50 am. There is currently a lull with mud season because of the temperatures cooling down, but next week the weather will be warm again. He stated that as a tax payer and a member of the crew that the department should be restructured from the top down. He stated that the department needs “boots on the ground”. He stated that as an acting department head and as a tax payer that having two managers in the department is a waste of money. He stated that paying two managers for one person’s job is ‘ridiculous’. One person in charge can be the manager without an issue over both the roads and the buildings & grounds; and possibly recycling in the future. He stated that there should be one lead person, a working manager, then one supervisor who works with the projects and the rest of the staff. The manager would not be a ‘desk jockey’ but would be someone who is in the trenches daily.
Selectman Borden thanked the DPW staff for their hard work during mud season.
Selectman Parker stated that he is interested in the views of DPW members from the standpoint of ‘how does Greenfield see it, not just how the department is seen from the outside’.
Mr. McQuade stated that the department works well as a crew, versus having one person. When structured properly this could work.
Selectman Borden stated that the Building & Grounds department could use contractors for bigger projects, which would go out to bid.
Selectman Parker asked a question about what the crew would do in the case of the Buildings & Grounds department.
Mr. McQuade stated that it would be based on a case-by-case basis but that additional staffing is not needed for the Building & Grounds department.
Mr. Hall stated that the Director of the department as a working director, would have a supervisor below him that would supervise the guys on the job.
Chairman Marshall asked if the department members thought that the Greenfield Wastewater plant could be pulled under a restructured department.
Mr. Morris stated that currently the wastewater plant is run by a contractor that has the permits and works at the Antrim plant. The DPW department works with the contractor and this ‘works wonderfully’. He stated that DPW could look at what training and certificates are required.
Mr. McQuade stated that the department could research the State’s requirements and see if it would be cost effective.
Chairman Marshall asked the department members about the Capital Improvements Plan (CIP) and there was feedback from the department that the CIP planning is working well.
Mr. McQuade stated that the department’s equipment is housed outside and using the flail mower as an example, explained how the equipment faces a lot of exposure over time.
Mr. Morris stated that a secondary building to house the equipment is important (as part of the CIP program) because the UV exposure and temperature fluctuations do a lot of damage to the equipment.
Chairman Marshall stated that there is an importance in maintaining the information that is generated by the department over time. This institutional knowledge is lost when the staff retire or move on. The ‘Greenfield way’ is to call the old director and we need to build a department where information is retained.
Mr. Morris stated that there is a representative of a company called Pubworks that has a software program, which could be of significant help in retaining information about the culverts, GPS coordinates, road conditions, etc. Their application is based on subscription with storage in the ‘Cloud’. This simplifies record keeping, allows posting of pictures from the scene, and can retain and generate information on everything from pavement to culverts. He stated that the department used similar software when he worked in the Town of Hancock.
Selectman Parker asked if there were anything that the Board could do right now. Could they vote on anything that would help the department?
Mr. Morris stated that the department needs Standards of Operating Procedures (SOPs) for longer term stability.
Selectman Parker thanked the DPW members for their forward thinking. He stated that he appreciates all of the hard work that they do.
Selectman Borden stated that he sees the hard work and efforts of the DPW and looks forward to keeping the lines of communication open. He closed by wishing the DPW well and encouraged them to ‘Stay Safe’.
Mr. Morris stated he would forward an email regarding PubWorks.
Mr. McQuade stated that he would like to pitch a DPW program that the DPW members have been discussing.
Chairman Marshall stated that the Board would close the meeting with DPW at 8:48pm and would be taking some time to review and digest the information that has been presented. He thanked the DPW members for attending so late into the evening and for offering their valuable insights. He stated that with the weather warming that the department would probably be back out early in the morning so it was important for the Selectboard to let them head home. The DPW members thanked the Selectboard for their time and signed-off.
8:15 PM: Selectboard Business meeting (Contd.)
At 8:50pm, the Selectboard resumed their business meeting. The Chair asked if there were any comments from the Selectboard members. Selectman Parker stated that he is in the Town Office Meeting Room and it looks neglected. He stated that he would like to help the Building and Grounds Manager clean it up and asked if the Board would give him permission to reach out and schedule a time with Mr. McQuade. The Chair stated that that is part of a larger conversation, which the Board will be taking up next week. He asked that Selectman Parker hold off until they have their next meeting.
Selectman Borden stated that for the time being Mr. McQuade is tied to the DPW roads crew and the roads department needs a new person to free up Mr. McQuade.
The Board reviewed the agenda for the 25th. It was noted that there will likely be a ConVal Selectmen’s Advisory Committee meeting at 7pm, and the Selectboard meeting needs to be scheduled accordingly.
There being no further business the Board voted to adjourn.
Adjournment
At 8:55 pm, the Selectman Parker 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: Selectman Borden, Aye; Selectman Parker, Aye; Chairman Marshall, Aye.