Selectboard Minutes

Town of Greenfield

7 Sawmill Road, Greenfield, NH 03047

Selectboard’s Minutes

Thursday, June 17, 2021 – 5:30 PM

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

Staff: Aaron Patt, Town Administrator; Rick McQuade, Fire Chief; David Martin, Emergency Management Director; Tom Bascom, Broadband Coordinator; C.J. Hall, Recycling Center Supervisor

Public:

Documents for Discussion/Signature

1. A/P Check Manifest dated 6/16/2021 in the amount of $67,936.07
2. A/P “ACH” Register dated 6/25/2021 in the amount of $10,744.62 – NH Retirement
3. Timber Tax Levy – R4-7-2, R10-7
4. Certification of Yield Taxes – R4-7-2
5. Certification of Yield Taxes – R10-7
6. Purchase Order DPW – Pave Early American Drive
7. Meeting House Rental Application – 10/30/2021
8. Oak Park Rental Agreement – Tractor Show 9/18 & 9/19
9. Minutes of 6/10/2021

Other letters/ items for Discussion/Signature:

1. Friends of the Meeting House – certification of public building

2. Fairpoint Abatement Refund Calculation - RSA

3. Recycling Center Operations & Mandatory Recycling – BoS Vote

4. Hillsborough County Notice of Hearing

5. ConVal Payment Schedule

5:30 PM: Selectboard Business Meeting

The meeting was called to order at 5:30pm by Chairman Marshall. There were no issues raised by members of the public during the public comment session (first 15 minutes of every meeting).

The Selectboard reviewed the Consent Agenda items and signed the Consent Agenda documents.

5:45PM: Rick McQuade, Fire Chief

At 5:45pm, the Chair welcomed Chief McQuade to the meeting. Chief McQuade provided an update on the Fire Department’s discussion about holding a holiday parade this year. The target date is December 4^th. The discussion included the possibility of floats, community events, craft fair, bake sale and refreshments. The parade would start at the Meeting House and go to Oak Park. The Chair stated that the Chief may want to reserve the Meeting House and Oak Park for December 4^th. The timeline has not been finalized yet but the Chief stated he would like to see something memorable for the town in consideration of how hard the past year was for so many people.

The Chair asked when the October open house would be held. Chief McQuade stated that Fire Prevention Week is the week when the open house is held. The Chief will check on the dates and report back to the Board.

6:00PM: David Martin, Emergency Management Director

At 6:00pm, the Selectboard Chair received an update on several items from Dave Martin, Emergency Management Director (EMD).  EMD Martin has identified a grant opportunity for the town to pursue for a Continuity of Operations Plan or COOP. The program is administered by Mapping and Planning Solutions of Whitefield New Hampshire. The cost of the grant is $9,000 with $4,500 from FEMA and matching funds eligible from employee and officials’ time (soft match) for the remaining 50%. A discussion followed. At the conclusion of the discussion the Selectboard agreed that the grant opportunity could be scheduled starting in September of this year. The grant application will make use of unanticipated grant funds and not require tax payer funding.

Next, EMD Martin provided an update on the State of New Hampshire Emergency Operations Center. The State is shutting down the EOC effective June 30^th. There will still be an emergency number to call but the staffing for the EOC will be shut down. EMD Martin stated that the Emergency Powers provided by the Governor’s Emergency Orders are closed. He stated that the Selectboard can still mandate masks in public buildings by RSA. EMD Martin discussed guidance provided by the State regarding workplace vaccinations.

EMD Martin stated that the Emergency Management Department met with the State’s Homeland Security representative and identified critical infrastructure grants programs that the town can pursue. These include generators for town buildings, a digital sign for the Fire Department, and computers for certain departments, such as the DPW. EMD Martin explained that CARES act funding can be used as matching funds for these grant opportunities. EMD Martin explained that he would need a letter of intent to pursue the Emergency Management Performance Grants that he outlined. A discussion followed. At the conclusion of the discussion, Selectman Parker made a motion to pursue the EMPG grants. The motion was seconded by Selectman Borden. The motion passed on a vote of 3-0 in favor.

Next, EMD Martin advised the Board that there are additional grant opportunities available for projects such as repairing the sidewalk from the Library up past the Greenfield Inn on Forest Road. These opportunities are based on 75/25 match, where the town would have to provide 25% of the funding. A discussion followed. The deadline is in the August/September timeframe. The Board requested additional information.

Next, the Selectboard received a request from Caleb (C.J.) Hall, Recycling Center Supervisor to confer with the EMD and to have the Board vote to re-establish mandatory recycling at the Transfer Station. A discussion followed. At the conclusion of the discussion, Selectman Borden made a motion to reinstate Mandatory Recycling at the Recycling Center and for the Supervisor to set the schedule relative to the services. Selectman Parker seconded the motion. On a vote of 3-0 the motion passed in favor.

Selectman Parker asked to revisit the COVID-19 restrictions while the EMD was present. A discussion followed. The Chair raised the question on what is the new normal. EMD Martin stated that with hand washing stations, social distancing, and for people who have a preference, wearing masks, the EMD is OK with new guidance provided by the State and CDC. A discussion followed regarding occupancy limits put in place by the Selectboard. At the conclusion of the discussion, it was agreed that the occupancy limits would be calculated by the Code Enforcement Officer and provided for July 1. At the conclusion of the discussion, Selectman Parker made a motion to replace occupancy limits now in force, with occupancy limits based on the fire code, to continue providing hand sanitizer and PPE, and to suggest social distancing. The motion was seconded by Selectman Borden. The motion passed on a vote of 3-0 in favor.

7:00PM: Selectboard Business Meeting (Contd).

At 7:00pm, the Chair welcomed Tom Bascom to the meeting. Mr. Bascom asked the Board if they needed anything from him with regards to the Bond Agreement which is due to the Bond Bank on the 21^st. The Board was of a consensus that the applications were completed and are being sent to Bond Bank. The Chair thanked Mr. Bascom for stopping in to provide assistance.

Next Selectman Borden made a motion to approve the Consent Agenda. The motion was seconded by the Chair. On a vote of 3-0 the motion passed.

Next the Selectboard reviewed an application for a Moose Plate Grant from the Friends of the Greenfield Community Meeting House for repairs to the steps and landings leading to the clock. The application requires certification by a public official that the Meeting House is a public building. Selectman Parker made a motion to certify the building as a public building and provide support to the Friends’ application. Selectman Borden seconded the motion. On a vote of 3-0 in favor the motion passed in favor.

The Selectboard received a second request from Fairpoint’s attorney for settlement of 2016 abatement request now that the law has been settled. It was noted that Fairpoint’s attorney omitted in the 2016 request in the original document by error.

Next the Selectboard discussed their summer meeting schedule, compared their calendars and determined the following schedule of meetings and business workshops:

Selectboard Summer Schedule - Thursday Meetings

July 1st

July 15th

August 5th

August 12th

August 19th

Sept. 9th - Structured Meetings begin - Regular schedule resumes

Selectboard Summer Workshops - Tuesdays

June 29th - Recreation

July 20th - Grant Policy

August 10th - Hazard Mitigation + Master Plan

August 24th - Building Assessments

It was noted that the workshops were for Selectboard planning days; are open to the public; but will not include meetings with staff or the public. Following the summer schedule discussion, the Selectboard discussed the workflow associated with the regularly scheduled Thursday meetings. The Selectboard discussed and agreed to a number of changes: the Board will require more structure for meetings, and meeting agendas starting on September 9^th. Meetings with the Board will require a minimum of one week advance notice, and meeting materials are required in advance to ensure that the selectboard members have time to review meeting documents. Prior to the start date of structured meetings for upcoming meetings, as outlined in RSA 41:29, manifests will be considered complete when signatures from two selectboard members are received, including noncontemporaneous signatures. Oak Park and Meeting House rentals will be handled in house, except for special requests (fee waivers, or exceptional circumstances), which will go to the Selectboard.

The Selectboard discussed and agreed to send out an EDDM survey to residents regarding the Meeting House. Selectman Parker made a motion to print and mail the EDDM and the motion was seconded by Selectman Borden. On a vote of 3-0 the motion passed in favor.

The Selectboard took up a request from DPW Director Jim Morris to stockpile material at Oak Park in the old pass-through for staging prior to spreading on gravel roads at that end of town. The Selectboard discussed and agreed.

Lastly, Selectman Parker brought up scheduling an employee appreciation day. The Board discussed and tentatively agreed to an August 3^rd day at the Fire Station. Selectman Borden would discuss with the Fire Chief.

There being no further business the Board voted to adjourn.

Adjournment

At 9:02 pm, Selectman Borden made a motion to adjourn the meeting; the motion was seconded by the Selectman Parker. The motion carried 3-0.