Selectboard Minutes
Town of Greenfield
7 Sawmill Road, Greenfield, NH 03047
Selectboard’s Minutes
Thursday, November 23, 2021 – 5:00 PM
Selectboard: Chairman Robert Marshall, Selectman Michael Borden, Selectman Mason Parker
Staff: Aaron Patt, Town Administrator; Dorene Adams, Town Clerk; Wendy Drouin, Tax Collector
Budget Advisory Committee: Kathleen Seigers
Documents for Discussion/Signature
- Payroll Check Register dated November 17, 2021 in the amount of $25,523.49
Other letters/ items for Discussion/Signature:
1. TD Bank Certificate of Resolution
2. Broadband Bond 2nd half Bond Agreement
3. Broadband Bond Vote Resolution
4. Town Clerk 2022 Budget Request
5. Tax Collector 2022 Budget Request
6. 2021 Employee Vacation Roll-Over
5:00 PM: Selectboard Business Meeting & Public Forum
The Chair opened the meeting and took up the Consent Agenda. The Chair noted that while the Town Clerk was present that the Board needs to vote on the Broadband loan agreement and that the Clerk is required to certify the vote. The Chair stated that they were in a duly authorized meeting, which has been noticed in two public places and on the town website. The Chair noted that this was the second half of the loan agreement that was previously approved and signed off on by the Board. The Chair asked for a motion on the second half New Hampshire Municipal Bond Bank loan agreement (loan agreement), dated 1/6/2022 in the amount of $493,506.
The Chair read the resolutions, which are noted:
RESOLVED:That under and pursuant to the Municipal Finance Act, Chapter 33, N.H.R.S.A., as amended, the New Hampshire Municipal Bond Bank Law, Chapter 35-A, N.H.R.S.A., as amended, and other laws in addition thereto, and to votes of the Issuer duly adopted on May 1, 2021 under Article 2 of the Warrant for such annual meeting of the Issuer there be and hereby is authorized the issuance of a $493,506 Federally Taxable Bond of the Issuer (the "Bond") which is being issued by the Issuer for the purpose of financing the furnishing, constructing and installing of facilities and equipment to make a Fiber Optic Broadband Network available to the Town of Greenfield.
The Bond shall be dated as of its date of issuance, shall be in such numbers and denominations as the purchaser shall request, shall mature in accordance with the schedule set forth in Exhibit A to a certain Loan Agreement hereinafter described (the "Loan Agreement"), shall bear a net interest cost rate (as defined in the Loan Agreement) of two and three quarters percent (2.75%) per annum or such lesser amount as may be determined by a majority of the Board. The Bond shall be substantially in the form set forth as Exhibit B to the Loan Agreement and otherwise shall be issued in such manner and form as the signatories shall approve by their execution thereof.
RESOLVED: That the Bond shall be sold to the Bond Bank at the par value thereof plus any applicable premium.
RESOLVED: That in order to evidence the sale of the Bond, the Treasurer of Issuer and a member of the Board are authorized and directed to execute, attest and deliver, in the name and on behalf of the Issuer, a Loan Agreement in substantially the form submitted to this meeting, which is hereby approved, with such changes therein not inconsistent with this vote and approved by the officers executing the same on behalf of the Issuer. The approval of such changes by said officers shall be conclusively evidenced by the execution of the Loan Agreement by such officers.
RESOLVED: That all things heretofore done and all action heretofore taken by the Issuer and its officers and agents in its authorization of the project to be financed by the Bond are hereby ratified, approved and confirmed.
RESOLVED: That the Clerk and the signers of the Bond are each hereby authorized to take any and all action necessary and convenient to carry out the provisions of this vote, including delivering the Bond against payment therefor.
RESOLVED: That the useful life of the project being financed is in excess of twenty (20) years.
Selectman Borden made a motion to approve the NH Municipal Bond Bank loan agreement; the motion was seconded by Selectman Parker. On a vote of 3-0 the Board voted to approve the loan agreement. The Chair signed the broadband loan agreement.
Town Clerk Adams reviewed the vote and certification of vote and signed the agreement and the certification.
Next the Selectboard reviewed a motion for dismissal provided by Town Counsel with regards an appeal to the Housing Appeals Board (H.A.B.) by the Chrisentons. The Selectboard agreed to advance the motion to the court. Selectman Borden motioned to accept the motion for dismissal and have Town Counsel send it to the court; the motion was seconded by Selectman Parker. On a vote of 3-0 the Board voted in favor of the motion.
5:10PM – Dorene Adams, Town Clerk
Town Clerk Adams provided an overview of the 2022 budget request. Overall the budget request is down compared to 2021; $39,492 versus $45,055. The Clerk provided an overview of the computer equipment and support needed in the upcoming year. General Supplies has been increased to allow the office to start transitioning permanent records into long term storage as required by State law. The Selectboard discussed the overall wages with the Clerk. Clerk Adams noted that the Municipal Agent has been working fewer hours in Greenfield after taking a full-time position in Wilton. The Selectboard discussed the reduction in budget for wages and suggested that they would prefer to have the Clerk maintain the budget, hire and train additional support staff, rather than cut the budget and then find out that there is not enough support in the office. At the conclusion of the discussion, the Selectboard requested that the wage line increase by $10,000 for a new total of $42,492.
The Selectboard and the Clerk discussed the potential for the Town Clerk’s office to move downstairs as part of the overall COVID mitigation effort that the town’s ARPA funding will support. Selectman Parker explained that the town has funding for COVID mitigation and would like recommendations from departments on what the mitigation for their point of service would look like. The Board and the Clerk agreed that the footprint of the Town Office basement level would be reviewed by the Clerk and recommendations provided on how to set-up the office spaces.
At 5:35, the Chair welcomed Wendy Drouin, Tax Collector to the meeting. Collector Drouin provided an overview of the 2022 budget. The 2022 budget request is lower at $29,601 from $32,951 this year. Ms. Drouin outlined the offices needs for a second computer, preferably a laptop so that the Tax Collector Deputy can process payments and deposits when the Tax Collector is also in the office. Currently the staff uses the same PC, which is also shared with the Treasurer. The Selectboard discussed the possibility that the Tax Collector’s office could move across the hall to a larger space sometime in 2022 or 2023. The Tax Collector stated that the desks in both offices need to be replaced but that she was confident that she could do so cost effectively. The meeting ended at 5:58pm.
The Town Administrator requested that the Selectboard take up the question of Vacation roll-over. Several department heads have indicated that they have not had time to take a vacation due in part to COVID-19 and staffing issues in respective departments. After a discussion, the Board agreed to allow vacation hours to roll over from 2021 into 2022 so that benefited employees can plan vacation time in 2022, and not lose the benefit hours. Motion made by Selectman Borden, seconded by Selectman Parker. The vote on the motion passed 3-0 in favor.
The Chair requested a motion on the Payroll Manifest in the amount of $25,523.49. 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 Board agreed to schedule the Selectboard review of the Town Administrator’s self evaluation for December 2nd. The Board agreed to hold a meeting to discuss the Town Administrator’s evaluation on December 16th. Prior to the evaluation the Board agreed to discuss employee wages for 2022.
The Board turned down a request for a meeting with the Emergency Management Director, and provided direction on the need for department heads to provide sufficient information on the reason for a meeting request in the future.
The Board noted that it will be meeting with the Superintendent of the ConVal School District on November 30th from 2:30-3:30pm.
There being no further business the Board voted to adjourn.
Adjournment
At 6:29pm, Selectman Parker made a motion to adjourn the meeting; the motion was seconded by the Selectman Borden. The motion carried 3-0.