Selectboard Minutes
Town of Greenfield
7 Sawmill Road, Greenfield, NH 03047
Selectboard’s Minutes
Thursday, November 18, 2021 – 5:30 PM
Selectboard: Chairman Robert Marshall, Selectman Michael Borden, Selectman Mason Parker
Staff: Aaron Patt, Town Administrator; Jim Morris, DPW Director; Caleb “CJ” Hall, Recycling Center Supervisor
Budget Advisory Committee: Janice Pack, Catrina Mamczak, Kathleen Seigers
Documents for Discussion/Signature
- A/P Check Register dated November 17, 2021 in the amount of $48,767.29
- NH DRA -2021 Equalization Municipal Assessment Data Certificate
- Welfare Voucher – (2)
- Minutes of 11/4/2021 (revised) & 11/9/2021
Other letters/ items for Discussion/Signature:
1. Tax Rate Final Report
2. DPW 2022 Budget Presentation
3. Recycling Center 2022 Budget Presentation
5:30 PM: Selectboard Business Meeting & Public Forum
Seeing no members of the public present for the Public Forum, the Chair took up the Consent Agenda.
The Chair requested a motion on the A/P Manifest in the amount of $48,767.29. Selectman Borden made a motion to approve the manifest and release the funds. The motion was seconded by Selectman Parker. On a vote of 3-0 the motion was approved unanimously.
The Chair requested a motion on the Equalization Ratio “pink sheet” for the NH Dept. of Revenue. Selectman Borden made a motion to approve the ratio report provided by the Assessor. The motion was seconded by Selectman Parker. On a vote of 3-0 the motion was approved unanimously.
The Chair requested a motion on a welfare voucher. Selectman Borden made a motion to approve the voucher. The motion was seconded by Selectman Parker. On a vote of 3-0 the motion was approved unanimously.
The Chair requested a motion on the Minutes of 11/09 and the revised minutes of 11/04. Selectman Borden made a motion to approve the minutes as presented. The motion was seconded by Selectman Parker. On a vote of 3-0 the motion was approved unanimously.
5:45PM – Jim Morris, DPW Director
The Chair opened the meeting with DPW Director Morris and the Budget Advisory Committee members. A discussion on the 2022 budget request was preceded by a presentation on the DPW budget by the Town Administrator, which included an overview of the restructuring of the DPW department during the summer and the resulting consolidated budget format for the coming year.
The presentation of the budget included historical data showing that Vehicle Repair & Maintenance has been overspent significantly year after year, and Road Maintenance/Gravel has been under-spent during the same time frame. The presentation outlined the fact that the town holds onto equipment and vehicles for too long and the resulting repairs and increase in maintenance competes with the funding of the department’s work. This in turn results in long term issues with funding because the benign neglect in the field accrues year over year, making it harder (and more costly) to catch-up. The Town needs to embrace a policy of rotating vehicles out of the fleet while there is still value in the trade-in.
The presentation was followed by an overview of the 2022 budget request from Director Morris, outlining his research into the last five years of DPW budgets and how he arrived at the 2022 figures by averaging the costs and taking into account the forecast for the upcoming year. The overall difference (not including wages) between the two DPW budgets in 2021, and the combined DPW budget in 2022, is -$2,346.00. After wages are compiled by the Selectboard the 2022 budget is likely to be slightly larger than 2021. The combined amount in 2021 is $384,926 plus $96,771 or $481,697 against a request of $479,351 for 2022.
A discussion with the Selectboard and Budget Advisory Committee followed. The 2022 budget includes a new line for tree trimming. The Selectboard discussed this line, agreeing that the funding needed to be better defined. At the conclusion of the discussion, the Selectboard added $10,000 for tree trimming on town roads and at Oak Park.
7:00PM – Caleb “CJ” Hall, Recycling Center Supervisor
At 7:15, the Selectboard Chair welcomed CJ Hall, Recycling Center Supervisor. Supervisor Hall provided a spreadsheet that provides an overview of the relationship between the expense budget and the recycling revenues. The correlation between the budget lines to recycled material revenue shows an almost 1:1 relationship in several places. Revenues are much higher this year compared to previous years. Town Administrator Patt explained that the spreadsheet captures the relationship in such a way that the expense lines that deal with recyclables are clearly offset by the revenue, and the recycling efforts are reducing the tonnage of waste that the town pays for by the ton. In total the revenue is going to come in greater than $32,000 this year ($7,000 more than the previous year), which is approximately 25% of the expense. Supervisor Hall explained some of the changes that he made to the recycling practice and discussed a need for storage space in order to maximize revenue. The Selectboard discussed using shipping containers and trusses to build a low-cost structure that would provide open, and, secure storage areas. Supervisor Hall stated that the State of NH requires that the town have covered storage for tires and the town is not in compliance at this time. The recycling center is also in need of a pour concrete slab for glass storage so that the glass meets the standard of the off take facility.
At 8:18pm, the budget presentation ended.
The Selectboard discussed the Nov./Dec. Spirit publication. Toner has not been available for the Town Office to print color copies due to the COVID-19 shipping issues with Konica Minolta. The Selectboard agreed to have the Spirit printed at a local business and mailed out. The cost of the print job is $955.00. Chairman Marshall made a motion to expend funds for the printing of the Greenfield Spirit, in the amount of nine hundred fifty five dollars, Selectman Parker seconded the motion. The motion passed on a vote of 3-0.
There followed a brief discussion on ARPA funding as it relates to the Francestown Road property. No votes were taken, and no decisions were made.
There being no further business the Board voted to adjourn.
Adjournment
At 8:55pm, Selectman Parker made a motion to adjourn the meeting; the motion was seconded by the Selectman Borden. The motion carried 3-0.