Selectboard Minutes

Town of Greenfield

7 Sawmill Road, Greenfield, NH 03047

Selectboard’s Minutes

Thursday, April 08, 2021 – 5:30 PM

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

Staff: Aaron Patt, Town Administrator; Rick McQuade, Fire Chief and Buildings & Grounds Manager

Public: Diane Boilard

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 14^th 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: Fire Chief Rick McQuade

The Chair welcomed Chief McQuade to the meeting. The Selectboard and the Chief discussed memos from the Office Manager to the Fire Chief related to outstanding payroll and reimbursement payments to firefighters. Town Administrator Patt stated that the memos are part of the reconciliation process (for all general fund payments) and are part of a larger process that culminates in the annual financial audit. The Selectboard is responsible under RSA 41:9 for these internal controls related to the town’s finances. The concern is that there has not been any communication from the Chief to the Town Office from before the pandemic (on progress associated with closing out outstanding items). The Town Administrator stated that in February, after the close of the fiscal year, he reached out to the firefighters and other staff to close out payments outstanding since July of 2020. Town Administrator Patt stated that he learned from Selectman Borden that the Fire Department Officers have made ongoing efforts to encourage firefighters to cash their paychecks. Documentation of those efforts, in the form of replies to the emails or hard copy memos to the Chief, has not been received. Administrator Patt stated that he is willing to provide support for the process and offered to hold business meetings with the Fire Department members if that would be helpful. Chief McQuade stated that his feeling is that once the checks have been delivered to the firefighters that it’s a back-office function to follow-up on the payments. He stated that the Town Administrator might be better suited to complete the work because it “needs a heavier hand”. A discussion followed. Selectman Borden stated that it might be beneficial to have a policy on stipend payments (and reimbursements) and that at the end of 30 days the process would then go to the Administrator. Selectman Parker stated that he agreed with Selectman Borden. The Administrator noted that the Fire Chief’s job description is on the website on the Fire Department webpage and read the job summary. The Chief is “responsible for the day to day … operations of the Greenfield Fire Department. Performs supervisory and administrative work in planning, organizing, budgeting, staffing, managing, and directing all administrative and tactical operations of the department”.  He stated that the Office Manager’s communication follows the job description. The Chief stated that there are a number of things that are administrative that he “does not handle, such as payroll”. The Administrator suggested that the Board may want to consider whether changes in the process should be reflected in the job description.

6:00 PM: Non-Public Session

At 6:03pm, 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 6:46pm, 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 individual 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. It was noted that no motions or decisions were made and no votes taken while in the non-public session.

6:46 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 received a second 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 $300,624.50; with $246,297.01 to ConVal School District; $14,450.00 to Wilton Ambulance for the pro-rated first quarter payment; $14,301.75 to D.H. Hardwick & Sons for stone and gravel for the DPW; $11,510.00 to Southwest Fire Mutual Aid for Dispatch service; $2,934.93 to Allen & Mathewson for propane and heating fuel; $2,206.12 to Eversource; 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 Chair noted that the Consent Agenda has a Notice of Intent to Cut for R10-13 and R10-13-1. Selectman Borden made a motion to approve the Intent to Cut. 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 Chair noted that the Consent Agenda has a Groundskeeper Payment Schedule for 2021. A brief discussion followed. Town Administrator Patt stated that the Buildings & Grounds Manager requested that the Town Administrator follow up on the contract. The contract has been reviewed and signed by the vendor. At the conclusion of the discussion Selectman Borden made a motion to approve the Groundskeeper Payment Schedule. 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 Chair noted that the Consent Agenda has a Solar Exemption application. Chairman Marshall stated that the applicant has also applied for the All Veterans Tax Credit. Town Administrator Patt stated that the All Veterans Tax Credit has not been adopted by the Town. He spoke with the applicant and explained that he would be receiving a letter of explanation (denial) on this point, but the solar exemption could still be approved by the Board. A brief discussion followed. At the conclusion of the discussion Selectman Borden made a motion to approve the Solar Exemption for V5-9. 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.

Next, the Selectboard reviewed the Minutes of 4/01/21.  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.

7:00 PM: Friends of the Greenfield Meeting House

At 7:03 the Selectboard was joined by Sheldon Pennoyer of the Friends of the Greenfield Meeting House (the Friends). The Friends are a group of citizens that are working on fund raising for the restoration of the Meeting House.

The Chair welcomed Mr. Pennoyer to the meeting and stated that the Selectboard is very interested in working with the Friends in a unified manner to move the restoration project forward. The Chair thanked Mr. Pennoyer and the Friend’s committee members for their hard work. He noted the fund raising to date and their initiative on the capital plan as evidenced by their recent brochure; the outreach to the community; and the banners around the common. The Chair stated that this is a critical time for both boards as they look to move forward and to support the restoration initiative together. Mr. Pennoyer stated that Friends are grateful to the Selectboard for their ongoing efforts and support toward the restoration program. Mr. Pennoyer stated that the Friends are in agreement that the program will require a unified stance.

The Chair invited the Town Administrator to start the conversation. Town Administrator Patt stated that he believes that the baseline question is whether the project will be funded all at once, or, staged in separate phases. Selectman Borden asked Mr. Pennoyer (Mr. Pennoyer is an architect) if he has found that building costs have increased significantly. Mr. Pennoyer stated that they are seeing 30-35% increases in building costs. Chairman Marshall stated that the term “phases” is problematic because the term carries several different meanings. Mr. Pennoyer agreed and stated that the building project would be better as one complete project, but if funding was not available then the LCHIP study defined three phases of which Phase 1 & 2 could be done together and Phase 3 could be completed at a later date. A discussion following about the architectural and engineering plans that would be needed to determine the cost of the project. The studies have a cost and covering the cost could be a joint effort between the town and the Friends, or separately by one of the organizations. Ray Cilley joined the conversation. Town Administrator Patt provided an overview of the funds in the Meeting House Improvements Capital Reserve Funds (CRF), and the amount of funding that is included in the 2021 warrant articles for this CRF, which would be used for a 50% matching grant from LCHIP. Mr. Pennoyer provided a fund raising estimate of $350,000-$400,000. Administrator Patt thought that the LCHIP grant could bring in up to $300,000 (including the matching funds from the town).

Selectman Parker asked Mr. Pennoyer how well the community understands the potential cost and the deliverables for the project. Mr. Pennoyer provided an overview of the original EDDM mailer and community meeting provided by the Selectboard and the Friends, as well as the activities provided by the Friends. These include the original community meeting, which shared the LCHIP study and its estimated costs (pre-pandemic); tours of the building; Spirit articles; and the fund raising events, i.e. the Oktoberfest. Mr. Cilley outlined his conversations with the fundraiser for the Friends. Mr. Cilley stated that the next step would be to get pricing on the project. He stated that a fund raising thermometer would help communicate the community’s progress. Treasurer Katherine Heck joined the meeting and provided a brief overview of the need to bring a warrant article to Town Meeting in order to ensure that the project has the legislative body’s approval on the project. Selectman Parker suggested that the Board schedule a meeting after the LCHIP workshop on the 29^th of April. Chairman Marshall stated that for the next several weeks, the Board has to focus on the first outdoor Town Meeting on May 1^st and that he agreed with Selectman Parker – a meeting after May 1 would be a great idea. It was agreed that the Selectboard would schedule a meeting with the Friends in 30 days.

8:00 PM: Business Meeting (Contd.)

At 8:06 pm the Chair stated that he understands that there have been some issues with the bank and that the Treasurer is available to provide an update. Town Administrator Patt provided an overview of a recent fraudulent check that was provided to the bank. Through the reconciliation process touched on earlier, the Office Manager caught the fraudulent activity and engaged with the bank to stop the activity from becoming a threat. Treasurer Heck provided an overview of her statutory duties and responsibilities and outlined her response to the threat. She provided an affidavit to the bank and with the Office Manager, a list of all outstanding checks. The bank has begun monitoring the checking activity manually to ensure that additional fraudulent activity cannot occur. The bank will forward the town’s account to their Fraud Department for 60 days controlled monitoring. The Administrator filed a police report with the Police Department.

The Treasurer explained that through diligence, persistence, and hard work the Town Office provides a culture and support for her role and that she was thankful to work with Mrs. Shaw and Mr. Patt. She stated that she was able to meet with the town’s staff, conference with the bank, and then hold internal discussions, which allowed her to handle the issue on the same day that it was discovered. She stated that this comes from the benefit of having long term dedicated employees who have an excellent culture and that she was glad to be a part of the process. She stated that the town will be enrolling in a program within the bank that will prevent fraud in the future. There is no charge for the program as long as annual average receipts are maintained at a specific threshold. The program will require additional steps for the back-office.

Next the Treasurer provided an overview of the nine billion dollar fraudulent check problem nationwide. She gave a background on losses at other municipalities as comparison. The Treasurer stated that some towns that she provides advice to wait up to six months to reconcile, which would have left the door open for continuous theft. In such cases the municipality suffers the loss because there are repeated instances of theft. In our case, she stated, the bank will make us whole. Administrator Patt stated that while the staff has a highly managed program in the back office, the staff has tried to cushion the effect of that program on the department heads. Going forward, because of the additional steps in the process, the staff will very likely not have as much flexibility for payment requests outside of the normal accounts-payable cycle.

The Chair thanked Treasurer Heck for her report and the hard work she has provided the town. Treasurer Heck signed off from the meeting.

The Selectboard heard a request for the use of DPW staff to transport lateral filing cabinets for the town office, and agreed by consensus.

The Selectboard took up a conversation about Town Meeting and the budget presentation at the meeting. A question about whether a tent would be helpful was raised. Selectman Borden stated that he could contact John Hopkins (Monadnock Tents) for more information and pricing on a 40 x 40 tent. He suggested that the Checklist Supervisors may want to consider using the walk-up window in the kitchen at Oak Park.

There being no further business the Board voted to adjourn.

Adjournment

At 9:00 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.