Selectboard Minutes

Town of Greenfield

7 Sawmill Road, Greenfield, NH 03047

Selectboard’s Minutes

Thursday, May 06, 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 19^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 Chair is at home and alone, the Town Administrator is in his office at home and is alone. Selectman Borden is at the Town Office. Selectman Parker is in the Town Office Meeting Room.

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.

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

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 A/P Check Manifest in the amount of $315,608.79; with $246,297.01 to ConVal School District; $34,117.75 to Wilton Ambulance; $6,838.00 to Green Insurance Associates for firefighter insurance; $4,510.50 to Hillsborough County Sheriff’s Department for Police dispatch; $3,741.72 to R2K Land & Timber Company LLC; $3,577.50 to Jeremy Gagnon for groundskeeper services; $2,667.71 to Travis Place for real estate tax refund; $1,971.84 to Eversource; $1,955.00 to Southwest Regional Planning Commission; and the rest below the $1,500 threshold for Department Head spending outlined in the Town of Greenfield Purchasing Policy. Selectman Borden made a motion to accept the A/P 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 stated that the Board has before it the first-half Tax Warrant for 2021. Selectman Borden made a motion to approve the tax warrant, sign the warrant with electronic signatures, and forward the warrant to the Tax Collector for collection. 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 stated that the Board has received an Intent to Cut for V4-11 and V4-14, which was before the Selectboard at the 4/29 meeting. Town Administrator Patt stated that he has spoken to the Forester Hunter Carbee who stated that the logger will be Donny Hardwick and he is confident that they will provide sufficient stone apron to prevent damage to Slip Road. He also contacted Jim Morris acting DPW Foreman and arranged for Mr. Morris to meet Mr. Carbee at the site and for Mr. Morris to provision a temporary driveway access for logging if he is satisfied with the arrangements at the site. Chairman Marshall stated that he was concerned about the bus routes on the road. He stated that there are upwards of five bus routes that run at different times of the day. The Administrator stated he would pass this information on to Mr. Morris. Selectman Borden outlined the town’s driveway regulation and how it applies to the current situation. Selectman Borden stated that he is ready to vote on the Intent to Cut based on the preparations that have been made. 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 stated that the Selectboard has received an abatement refund request for parcel R4-41-5; the abatement itself was voted on by the Board in the previous meeting. Selectman Borden made a motion to authorize the refund of $466.98 in tax and $10.85 in interest for a total of $477.83. 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 stated that the Selectboard has received a change of wage request from the Police Department. It was noted that this was previously discussed prior to Town Meeting when the budget was being discussed with the Police Chief. Selectman Borden made a motion to approve the change of wage worksheet now that Town Meeting has approved the budget. 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 stated that the Selectboard has received a vacation request from the Police Department. Selectman Borden made a motion to approve the vacation request. 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 the minutes of 4/29/2021 Selectboard meeting. Selectman Borden made a motion to approve the minutes as amended. 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 wage and salary worksheet that outlines the wages and salaries of employees and officials now that Town Meeting has concluded and the budget has been approved by the legislative body. After a brief discussion, Selectman Borden made a motion to approve wage and salary worksheet. 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.

6:00PM: Kent Vincent, Resident

A brief discussion on testing of Sunset and Zephyr lakes was held. The Chair noted that the town has received notice from the State of New Hampshire that the State will no longer be testing the lake water at the town beaches. Selectman Borden, speaking as the Health Officer, outlined the process for testing and posting the lakes and beaches if the tests come back with high levels of bacteria. Selectman Borden stated that he supports having the town pay for testing during the summer months.

 The Chair welcomed the Mr. Vincent at 6:07pm. Mr. Vincent stated that he has volunteered in the past to bring lake water to the lab in Milford. A discussion on Zephyr Lake followed. Mr. Vincent stated that the water levels are very high, not only in the lake, but also across the road in the wetlands. He stated that in his opinion, the water could overflow the wetlands and could impact Route 31 / Zephyr Lake Road.

Chairman Marshall stated that RSA 210:9 controls the protection of beavers. A discussion followed on the mitigation attempts that the town has provided in the past. Selectman Borden stated that the town could install another culvert in the dam further down from the main dam, which is where the water is now being held. He stated that there is no access by boat to that area. It was agreed that DPW will attempt to lower the existing beaver dam culverts. Selectman Borden will arrange for the Fire Department boat to be available. A short conversation on trapping the beavers was held. Consistent with the RSA, it was agreed that the town would reach out to a local trapper contact. At the conclusion of the meeting, the Chair thanked Mr. Vincent for bringing his concerns forward to the Board.

6:30PM: Selectboard Business Meeting (Contd).

At 6:24pm, the Board took up a discussion about Town Meeting. Chairman Marshall asked the Board members for any feedback and stated he felt the meeting was successful. Selectman Borden stated that he felt that the people who attended were very educated and well prepared on the budget. He stated he felt that this was an important aspect of why the meeting went so well. It was also acknowledged that the wind and cold temperatures were part of the reason that the meeting proceeded as quickly as it did. The number of people who attended was attributed to the bond and the fact that the meeting was held outside and that vaccinations are now available.

Chairman Marshall stated that the Board has two important items before it for discussion. The first is the re-opening plan, based in part on the migration to best practices at the State level, and the second is the DPW Director position. The Chair stated that the DPW Director discussion would happen in a non-public. The Board agreed to discuss re-opening of public buildings in Greenfield first.

A discussion followed and Selectman Parker stated that they have received input from employees; other Boards and Committee members; emails from citizens; and the Board now has guidelines from the State of New Hampshire to review. He stated that it seems that the information gathering aspect of the Board’s re-opening decision-making process has been completed. He suggested that the Board make decisions based on the information received. A discussion on capacity limits of the waiting area outside the Town Clerk and Tax Collector’s offices, the meeting room at the Town Office, and the Planning Board meeting room, was held. Selectman Parker outlined the signs that he has used in his establishment (restaurant/café space), which has been inspected by the Health Department on several occasions, including one that he believes was a “COVID check”. He outlined several effective signs that are used, including asking people not to enter if they have symptoms of COVID-19, or other flu or cold symptoms; a sign that outlines social distance requirements; and a sign that says ‘please consider wearing a mask’.  He stated that he has several of these signs around his establishment and at the entrances.

Selectman Borden said that in his capacity as Health Officer in other towns, he has a good idea of what is working. He stated that capacity limits should be in place for the waiting area and the meeting rooms. The doors to the Town Office should open just into the lobby waiting area and the rest of the building should be restricted to staff. The Board discussed and agreed to a maximum of 6 people in the waiting area, 14 people in the meeting room (including staff), and 20 people in the Planning Board meeting room. If the maximum number of people cannot be contained to these limits then people could be asked to wait outside of the lobby, boards or committees should adjourn or recess to the Meeting House, or, plan to hold their meeting or hearing at the Meeting House in advance.

The Board discussed and agreed that the recommendation for social distancing inside the building shall be six feet. The Board agreed that masks and hand sanitizer will continue to be provided and encouraged. The Board considered whether to continue to make masks mandatory in the buildings. Based on the social distance and capacity limits, the Board determined that masks would be encouraged but not mandatory.

At the conclusion of the discussion, Selectman Parker made a motion to rescind the Selectboard’s previous vote under RSA 41:11-a, and to institute the following per the Selectboard’s authority under RSA 41:11-a:

• capacity limit requirements of 6 people in the waiting area lobby of the Town Office building, 14 people in the Town Office meeting room, and 20 people in the Planning Board meeting room
• Signs at entrances of public buildings and inside the public spaces reminding staff, officials and the public that people with symptoms of COVID-19, the flu, or colds should not enter the buildings; that people will need to maintain social distance requirements of six feet; and to please consider wearing a mask.
• To make available and encourage the use of hand sanitizer and masks
• To encourage and rely on the State of New Hampshire Universal Guidelines

Selectman Borden seconded the motion as outlined. 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 took up a discussion regarding capacity limits at the Greenfield Meeting House for large meetings and public hearings. Selectman Borden outlined the square footage of the building and based on six foot social distancing, he reported that fifty people is the limit for that space. Chairman Marshall asked if he was providing that information in his role as the Health Officer and Mr. Borden stated he was. The Board agreed to this recommendation. The Board discussed and agreed that they would hold their Selectboard meetings in person starting on May 13^th.

There followed a discussion on the potential for meeting with the Friends of the Greenfield Meeting House. It was agreed to place the Friends on the Selectboard agenda for the May 13^th meeting.

Chairman Marshall stated that the Board should consider a non-public session to discuss the hiring process for the DPW Director position. Selectman Borden made a motion under RSA 91-A:3, II, (a) to hold a non-public session for the purpose of reviewing the hiring process and selecting candidates for the position. The motion was seconded by Selectman Parker. On a roll-call vote, the Board voted 3-0 in favor: Selectman Borden, Aye; Selectman Parker, Aye; Chairman Marshall, Aye.

At 8:43pm, the Board voted, on a motion by Selectman Borden and a second by Selectman Parker, to enter into the public session: on a roll-call vote, the Board voted 3-0 in favor: Selectman Borden, Aye; Selectman Parker, Aye; Chairman Marshall, Aye.

While in the public session Selectman Borden made a motion under RSA 91-A:3, III to seal the minutes while the hiring process is underway to protect the reputation of the applicants. The motion was seconded by Selectman Parker. On a roll-call vote, the Board voted 3-0 in favor: Selectman Borden, Aye; Selectman Parker, Aye; Chairman Marshall, Aye.

There being no further business the Board voted to adjourn.

Adjournment

At8:49 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.