Selectboard Minutes
Town of Greenfield
7 Sawmill Road, Greenfield, NH 03047
Selectboard’s Minutes
Thursday, March 25, 2021 – 5:00 PM
Selectboard: Chairman Robert Marshall, Selectman Michael Borden, Selectman Mason Parker
Staff: Aaron Patt, Town Administrator
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. 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.”
5:00 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 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 $39,462.90; with $13,437.09 to NH School Health Care Coalition for employee health insurance; $6,339.75 to D.H. Hardwick & Sons for stone (mud season); $2,955.59 to Allen & Mathewson for heating fuel and propane; $2,665.00 to Monadnock Disposal Service for waste hauling at the Recycling Center; $1,859.27 to Granite State Minerals for road salt; $1,702.94 to Consolidated Communications; $1,624.99 to McGurty Maintenance; $1,527.50 to Bow Smith for contract trucking at DPW; $1,500.00 to Roberts & Greene, PLLC for auditing services; and the rest below the Town of Greenfield Purchasing Policy threshold for Department Head spending. 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 Selectboard reviewed a Solar Exemption application for R6-23-1. 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 Vacation request from the Police Department. Selectman Borden made a motion to approve the vacation time 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 3/18/21. 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.
Chairman Marshall took up other items of business. The first is a request for permission from the Department of Environmental Services (NHDES) to test the well at the Town Office as part of a monitoring effort on a nearby property. The Town Administrator suggested that the Selectboard vote to make him the point of contact and signer for this project. There is no cost to the town and this will help facilitate any follow-up that NHDES may have with the town once the initial tests are completed. The Board agreed. Selectman Borden made a motion to appoint the Town Administrator as the point of contact and signatory for the permission request. 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.
Next the Selectboard reviewed a report from the Treasurer, March 2021 Cash Flow Update, on the town’s finances for the year to-date. Town Administrator Patt outlined the town’s current cash-on-hand and provided an overview of the cash flow management steps that the Selectboard and the staff at the Town Office take during the year to ensure adequate capacity to meet the town’s obligations. The presentation focused on the management of cash flow, which the town has used successfully for over a decade to avoid borrowing tax anticipation notes. This year, with Town Meeting’s business meeting moved to May 1st, there is a longer period of time where the town does not have a budget voted by the legislative body. When the budget is adopted this year, the town will be heading directly into one of the two lowest cash balance points of the year (June & November), which are both prior to the due-dates for taxes on July 1 and December 1. As a result, even with a budget in place following town meeting, the Treasurer recommends that the departments should maintain low levels of spending until the tax bills are sent out and tax revenue starts to come in. Overall, the town’s finances are generally excellent. The impact of sending approximately a quarter million dollars each month to the school district, however, makes the cash flow discussion a necessary practice.
5:30 PM: Jarvis Adams, Greenfield Inn
At 5:30pm, Jarvis Adams V joined the Selectboard for a brief discussion about future events at the Greenfield Inn. Mr. Adams stated that he has had a number of inquiries for wedding events. In order to plan for these events, Mr. Adams has come before the Selectboard in advance, to ensure that he understands the requirements. A discussion followed and Selectman Borden stated that depending on the size of the events the Inn could host private events for friends & family, without any coordination with the town, but for larger events the Inn should contact the Planning Board and have a preliminary consultation to determine if there is a need for a site plan review.
5:45 PM: Selectboard Business Meeting (Contd.)
At 5:47pm, the Chair stated that the Board should hold a non-public session under RSA 91-A:3, II, a, and asked for a motion. Selectman Borden made a motion to enter into a non-public session under RSA 91-A:3, II,a. 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.
At 8:12pm, Selectman Borden made a motion to enter into the public session. 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.
While in the public session, Selectman Borden made a motion to seal the minutes according to RSA 91-A: 3, III to protect the privacy of individuals other than the public body and to preserve the discussions effectiveness. 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.
Next the Selectboard discussed a draft edition of the Greenfield Spirit. Selectman Parker made several suggestions; striking a sentence regarding ‘masks’ in favor of ‘CDC guidelines’ and noting that his business no longer has a grocery component.
The Selectboard held a discussion on CDC guidelines and the Chair stated that it was important for Selectboard members to realize that they have an obligation to the town policy in effect (the interim service policy), which was set-up to ensure a safe work environment. He stated that the State of NH is rapidly ensuring that vaccinations can happen and the Board needs to hold on until the State is on the other side of the vaccination campaign. Once the majority of the State has been offered the vaccine, the Board will have an opportunity to revisit the policy and make determinations about levels of service. The Board members agreed.
There being no further business the Board voted to adjourn.
Adjournment
At 8:30 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.