Selectboard Minutes
Town of Greenfield
7 Sawmill Road, Greenfield, NH 03047
Selectboard’s Minutes
Thursday, December 30, 2021 – 5:30 PM
Selectboard: Chairman Robert Marshall, Selectman Michael Borden, Selectman Mason Parker
Staff: Aaron Patt, Town Administrator; Jim Morris, DPW Director
Public:
Documents for Discussion/Signature
- A/P Check manifest dated 12/29/2021 in the amount of $47,295.73
- Payroll Check manifest dated 12/23/2021 in the amount of $53,048.54
- Transfer from General Fund to Waste Water Account: $2,755.28
- Transfer from General Fund to Oak Park Fund: $2,116.58
- Transfer from Recreation Revolving Account to General Fund: $2,337.50
- Deed Waiver(s) – V1-7, S5-20, R3-44, V5-18/V5-18-A
- Vacation request - DPW
- Minutes of 12/16/2021
Other letters/ items for Discussion/Signature:
1. Home Healthcare, Hospice & Community Services Annual Report
2. Radar Display
- Solar Traffic Systems
- Grainger – Tapco Radar Monitor Signs
- Elan City – Evolis Radar Speed Sign
3. NH Dept. of Safety – Grant funding for traffic systems
4. Container Quote(s) – DPW & Recycling Center storage
5. ConVal School District 2022 Payment Schedule
6. Conservation Commission Letter - R1-17-1 possible wetlands violation
7. R1-17-1 Resident Complaint to Selectboard re: Greenfield Conservation Commission
8. Request for Building Permit RSA 674:41 - Chrisenton
5:30 PM: Wilton Ambulance Service
The Chair opened the meeting and welcomed Kellie-Sue Boissonnault, Sherry Miller, and Nick Germain of the Town of Wilton. Kellie-Sue Boissonnault is the Chair of the Wilton Selectboard and Chair of the Ambulance Advisory Committee. Sherry Miller is the Director of the Wilton Ambulance Service and Nick Germain is the Town Administrator. Kellie-Sue provided a draft budget and provided some highlights regarding the projected 2022 budget. Revenues are projected lower according to the new collection company. In conjunction with the lower revenues, there are increases in several areas, which result in an overall increase of the program costs to the member towns. The increase is more than 12%. The major areas of increase are in the labor line, the building repair and maintenance line, and potentially with a line for rent, and/or real estate taxes. The cost to the three towns has not been finalized yet. The Selectboard is invited to the January 11th budget committee meeting at 6:30pm.
5:45PM – Richard “Rick” McQuade, DPW
At 5:45, the Chair welcomed Rick McQuade to the meeting. Chairman Marshall asked if the MT Trackless, which was refurbished last year was running well during the Christmas storm. A conversation followed and Mr. McQuade noted that, in addition to the electrical harness replacement, the MT now has heat and the windshield wiper is fixed. The machine is running well. A brief discussion on the MT was held. The Chair asked if the decision to refurbish the MT continued to look like a sound decision despite the equipment age. Mr. McQuade stated that he thinks that it was a sound decision.
The Chair outlined the Board’s interest in discussing the recent decision to discontinue the DPW Building & Grounds and Roads divisions, and to eliminate the supervisory positions associated with the two divisions. The Chair asked Mr. McQuade if he would prefer the conversation be held in non-public session. After a brief conversation, Mr. McQuade indicated a preference for a non-public meeting. It was determined that the Selectboard would enter into non-public session under RSA 91-A: 3, II (a), (b), and (c) for a matter of personnel. Selectman Borden made a motion to enter into non-public session for the purposes outlined in RSA 91-A: 3, II (a), (b) and (c) for personnel. Selectman Parker seconded the motion. On a roll-call vote of 3-0 in favor, the Selectboard entered into non-public session. At 6:58 pm the Selectboard voted 3-0 in favor of entering into the public session. While in the public session the Chair requested a motion to seal the minutes. Selectman Borden made a motion under RSA 91-A: 3, III to seal the minutes in order to protect the privacy of the employee and anyone not a member of the public body. Selectman Parker seconded the minutes. On a vote of 3-0 in favor, the Board voted to seal the minutes. It was noted that the Selectboard had offered a position of Light Equipment Operator / Public Facilities Maintenance position to Mr. McQuade.
7:00PM – Selectboard Business Meeting
The Chair took up the Consent Agenda and asked for a motion on the A/P and Payroll check manifests dated 12/23 and 12/29. Selectman Borden made a motion to approve the manifests and to release the funds. Selectman Parker seconded the motion. On a vote of 3-0 in favor, the Board approved the manifest.
The Chair asked for a motion on three Transfer of Funds requests; for a transfer from the General Fund to the Waste Water Account in the amount of $2,755.28; from the General Fund to the Oak Park Fund in the amount of $2,116.58; and a transfer from the Recreation Revolving Account to the General Fund in the amount of $2,337.50. Selectman Parker made a motion to approve the End-of-Year transfers. Selectman Borden seconded the motion. On a vote of 3-0 in favor the Board voted to approve the payment of stipends.
The Chair requested a motion on the DPW employee vacation request, and the minutes from the Selectboard’s 12/16/2021 meeting. Selectman Borden made a motion to approve the minutes as presented and the vacation request. Selectman Parker seconded the motion. On a vote of 3-0 the motion passed in favor.
The Chair requested a motion on four Deed Waivers that will go to the Tax Collector. A brief discussion followed and the Administrator outlined RSA 80:38 with respect to those properties that subject the municipality to liability or, that have entered into a forbearance agreement. The Tax Collector is requesting the Board sign the waivers so that there is a record of the Board’s intent to enter into payment agreements, or, to waive the deeding process because:
“the governing body of the municipality may refuse to accept a tax deed on behalf of the municipality, and shall so notify the collector, whenever in its judgment acceptance and ownership of the real estate would subject the municipality to undesirable obligations or liability risks, including obligations under real estate covenants or obligations to tenants, or for any other reason would be contrary to the public interest.”
Selectman Parker seconded the motion. On a vote of 3-0 in favor, the Board voted to approve the four Deed Waivers for the properties outlined.
The Chair stated that this meeting is the last meeting of 2021 and as such, the Town Administrator has provided an end-of-year accounting, subject to final bills being received by the town. The Town has approximately $200,000 in unexpended appropriations, although there are still invoices that will come in through the post. At this time the Selectboard will review several end of year purchases that are a result of discussions with department heads during the annual budget review process.
The Selectboard, after the budget meeting with the Police Chief, has selected three vendors for radar display signs, which Board members would like to see installed on town roads. The vendors are Solera TS, Grainger, and Elan City. It was noted that the displays from Elan City have the ability to provide a message to passing motorists. The Selectboard discussed the pricing, and features of the products. At the end of the discussion the Selectboard Chair asked if the Board had a motion to purchase radar displays. Selectman Parker made a motion to purchase radar display signs from Elan City and noted that the signs come in pairs for $5,499. The motion is to purchase one pair of signs. Selectman Borden seconded the motion. The motion was approved on a vote of 3-0.
Next the Chair stated that the Board has received quotes on storage containers for the DPW and Recycling Center. A discussion followed. There are two companies that provided quotes. The NRRA provided quotes for both container and box trailers. The Recycling Center has a need for a box trailer in order to store tires. The tires are currently stored outside, which is not in compliance with DES solid waste regulations. In order to be in compliance, the Board is looking to purchase a box trailer with end-of-year funding. For DPW, the Board is looking at storage containers for small equipment and tools that can be kept locked and out of the weather. At the conclusion of the review, the Chair requested a motion. Selectman Parker made a motion to waive the purchasing policy with respect to the purchase of the containers and box trailer as there were limited resources available in terms of vendors, and to authorize the purchase of two 40’ containers for the DPW and one Box Trailer for the Recycling Center. The cost of the container is $5,645 each delivered from Container 1 and the box trailer is $5,665 delivered from NRRA. Selectman Borden seconded the motion. On a vote of 3-0 the motion was approved.
Next, the Chair indicated that the ConVal School District has provided an updated monthly payment schedule. The monthly payment has been reduced by nearly $60k per month from $271,480.19 to $211,896.07. This monthly payment schedule will start in January 2022. Selectman Parker made a motion to accept and approve the new payment schedule. Selectman Borden seconded the motion. On a vote of 3-0, the motion was approved.
Next the Chair took up an advisory letter from the Greenfield Conservation Commission outlining a possible wetlands violation on R1-17-1. The Chair noted that the Board has also received a formal complaint from the property owner of R1-17-1. The complaint states that there has been ‘A) non-transparency on the Greenfield Conservation Commission’s behalf”, “B) overreach on the Greenfield Conservation Committee’s behalf”, and based on A+B a request for ”immediate termination and removal of” {the Conservation Commission Chair}. The Selectboard reviewed the advisory letter and complaint. It was noted that the NH Department of Environmental Services (NHDES) has been notified and responded with a letter to the owner of R1-17-1. The NHDES letter requests a response within a 20 day window after which they will make a determination on whether there is an issue. The owner of R1-17-1 has also made Right-to-Know requests for documents, including 10 years worth of historical documents pertaining to similar GCC advisory letters. Due to COVID and staffing restrictions the complainant has been advised that the Town will respond on January 24th. Selectman Parker stated that owner of the property wants to meet with the Board, but until NHDES has made a determination if there is an issue, and until the owner receives the results of his right-to-know requests, the Board won’t be able to come to any determination on whether the owner actually has grounds for the complaint. After some discussion, the Selectboard determined that once there is a finding and the owner has received the documents requested, that the Board will look to schedule a follow-up at that point in time.
The Chair reviewed an application for a building permit according to RSA 674:41 from Tom and Ginny Chrisenton. The Chair stated that the Chrisenton’s suit against the town at the Housing Appeals Board (HAB) was denied and the town’s position upheld; which is that there is no road, or frontage, associated with the Chrisenton properties. The Chrisenton properties are accessed via an easement, which was clearly outlined by the HAB. The Chair stated that Greenfield’s zoning requires frontage on a Class V road in order to provide a building permit, and for the properties in question, there is no road, or, frontage. As such the Selectboard, on the advice of Town Counsel, should refer the application to the zoning board for a variance. The Selectboard held a brief discussion. Selectman Parker made a motion to refer the application to the Greenfield Zoning Board. Selectman Borden seconded the motion. On a vote of 3-0 the motion was approved.
Next the Town Administrator advised that he has ordered two new laptops for clerical staff and a replacement PC for the Office Manager. The Town Clerk has ordered two new laptops for the Checklist Supervisors. The Checklist Supervisors currently use personal computers for town business. The laptops in use by town office staff for minutes are at end-of-life. The funding is available in the overall budget, but the line item in the Other General Government budget for computer hardware will go over the amount budgeted in an amount equal to the cost of one laptop. The Town Clerk’s budget has the funding available but the computer hardware line will go over the amount budgeted. After a brief discussion, the Selectboard agreed unanimously to the expenditures.
The Selectboard discussed hosting a workshop with the Oak Park Committee volunteers and Recreation volunteers to discuss Recreation and Oak Park Committee functions and operations of volunteer Town committees.
The Selectboard discussed the upcoming decision making process in advance of completing a budget for the annual Budget Hearing in February. The Board has scheduled meetings on January 6th, 13th, 20, and 27th to finalize the 2022 Budget and Town Warrant.
The Selectboard held a brief discussion on a quote for retrofitting the Old Town Office. The Selectboard discussed the question of including the ARPA funded work on the warrant, even though the grant funding is already accepted. Further research with NHMA and Town Counsel was requested to ensure that the proper steps are taken.
The Town Administrator recommended a meeting with Town Counsel and the Assessor for the purpose of discussing the change of tax status of Crotched Mountain School. The Board asked the Town Administrator to schedule the meeting.
There being no further business the Board voted to adjourn.
Adjournment
At 9:07pm, Selectman Parker made a motion to adjourn the meeting; the motion was seconded by the Chair. The motion carried 3-0.