Selectboard Minutes
Town of Greenfield
7 Sawmill Road, Greenfield, NH 03047
Selectboard’s Minutes
Tuesday, January 12, 2023 – 5:30 PM
Selectboard: Chairman Mason Parker, Selectman Michael Borden, Selectman Bascom
Staff: Aaron Patt, Town Administrator; Deputy Chief LaCourse
Public: George Rainier, John Hopkins
Documents for Discussion/Signature
- A/P Check Register dated 1/10/2023 in the amount of $314,805.98
- A/P “ACH” Register dated 12/31/2022 NH Retirement
- Transmittal Letter – General Fund to Oak Park Fund revised
- Minutes of 12/29/2022
Other letters/ items for Discussion/Signature:
- Warrant Article – Legal Services EFT
- Revised 2023 Budget
- 2023 Town Report Checklist
- 2023 Policy Re-adoption List
5:30 PM: Public Forum
The Chair opened the meeting and took up the Consent Agenda for review. The Selectboard reviewed the Consent Agenda items and signed documents.
At 5:35pm, the Chair recognized John Hopkins. Mr. Hopkins said that he is interested in a piece of land that the town owns, which abuts his property. A conversation followed and the Board discussed the process for selling land. Town Administrator Patt stated that the Board has the ability to negotiate sale of land under the Statute, “as justice may require”. RSA 80:80.
The Chair stated that the Board would review the property and the guidance and decide on whether there was an interest in putting the property up for sale.
5:45 PM: Selectboard Work Session
The Chair outlined a request by the Town Administrator for the Board to consider setting up an Expendable Trust Fund (ETF) for extraordinary legal costs, including associated consulting and assessing/appraisal services with funding to come from fund balance. The purpose of the ETF is to provide funding for significant law suits, legal proceedings, and defense. Scenarios that this could include might be a significant law suite involving land use decisions by the Zoning Board of Appeals, or decisions made by the Planning Board. Other scenarios include protracted legal fees associated with establishment of a payment in lieu of tax arrangement (PILOT) with non-profit entities. Other issues could include law suits as a result of tax deeding of property by the Tax Collector. All of these are potential scenarios involve core competencies of the town, so an ETF of this sort is prudent given the cost of defending against such an action. The Selectboard discussed the proposal and agree that this is a prudent warrant article. The Chair suggested that the article include $30,000 to start. The ETF will allow town Boards to maintain a level of legal funding in their budgets for maintenance funding with the expendable trust available if a significant court case warranted it. At the conclusion of the discussion, the Board directed the warrant article be included in the Town Warrant.
Next, the Chair asked if the bids for the Emergency Services Building to build the police department have been received. Selectman Borden provided quotes for the three bids and noted that Triple Construction had the lowest bid and was capable of doing the work cost effectively due to the business model. After some discussion, the Chair made a motion to award the ESB build-out contract to Triple Construction contingent on a final walkthrough and sign-off by Inspector Borden. The motion was seconded by Selectman Bascom. The Board voted 3-0 in favor of the motion.
The Selectboard discussed the re-adoption of policies and reviewed the following policies:
- Fund Balance policy
- Purchasing policy
- Investment policy
- Cash Receipts policy
The Board took up the Fund Balance policy. The Chair noted that the policy has been discussed with the Treasurer and as such is ready for re-adoption. On a motion by Selectman Borden and a second by Selectman Bascom, the Board voted 3-0 to adopt the 2023 Town of Greenfield Fund Balance policy, which provides for a non-emergency target of 12% retained fund balance.
6:30 PM: Public Hearing
At 6:30 pm, the Chair opened a public hearing for the purpose of accepting funds from the State of New Hampshire under RSA 31:95-b, specifically Bridge Aid funding in the amount of $26,264.97, EMPG funding for a generator at the Library in the amount of $15,200 for the purpose of establishing an emergency shelter on the first floor handicapped accessible Wensberg room, and EMPG funding for an electric sign at the Fire Station with funding in the amount of $20,000.
The Chair outlined the purpose of the bridge funding and requested a motion. Selectman Borden made a motion to accept State of New Hampshire bridge aid funding in the amount of $26,264.97. The motion was seconded by Selectman Bascom. On a vote of 3-0 in favor, the motion was approved.
The Chair outlined the purpose of the generator at the Library and requested a motion. Selectman Bascom made a motion to accept the funding of $15,200. Selectman Borden seconded the motion. On a vote of 3-0 in favor, the motion was approved.
The Chair outlined the purpose of the electronic sign at the Fire Station and requested a motion. Selectman Borden made a motion to accept the funding in the amount of $20,000. Selectman Bascom seconded the motion. The Chair noted that the public has comments. George Rainier indicated that he didn’t like the idea of an electronic sign but would wait to see if it turns out better than expected. On a vote of 2-1 in favor, with the Chair dissenting, the motion passed.
At the conclusion of the hearing, the Chair closed the public hearing at 6:40pm.
6:45 PM: Jeff LaCourse, Deputy Fire Chief
The Chair welcomed Deputy Chief LaCourse to the meeting. The Chair opened the discussion and noted that the Selectboard has accepted the resignation of Fire Chief Rick McQuade and the purpose of the meeting is to discuss the resignation and impact on the department with Deputy Chief LaCourse. The Board discussed whether to hold the meeting in non-public session to preserve privacy. It was agreed that the Board would enter into non-public session under RSA 91-A:3 II, c. Selectman Bascom made a motion to enter into non-public session under RSA 91-A:3 II, c. Selectman Borden seconded the motion. On a vote of 3-0 the Board entered into non-public session.
At 7:50 PM, the Selectboard exited non-public session on a vote of 3-0 after a motion by the Chair and a second by Selectman Bascom. While in the public session, the Chair made a motion to seal the minutes pursuant to RSA 91-A:3 III to ensure the privacy of the discussion. The motion was seconded by Selectman Borden. The Board voted 3-0 to seal the minutes.
For the minutes, it was noted that the Board was of a consensus to appoint a new Fire Chief, and on a motion by Selectman Bascom and a second from Selectman Borden, the Board voted 3-0 to appoint Deputy Chief Jeffery LaCourse to the position of Fire Chief.
There followed a brief discussion on next steps associated with the appointment process.
8:00 PM: Selectboard Work Session
At 8:00pm, Selectman Bascom relayed a conversation that he had with Retired Fire Chief Hall. Ret. Chief Hall had some concerns about the department’s request for additional stipend payments and relayed that the department had a significant year with several fires and that as such the Selectboard has authority to transfer funds from other lines. Selectman Borden stated that even if the Board were inclined to support transferring funds from other lines, the 2022 department budget was completely spent.
The Chair asked that former Chief McQuade be provided an opportunity to meet with the Selectboard.
There being no further business the Board voted to adjourn.
Adjournment
At 8:04 pm, Selectman Borden made a motion to adjourn the meeting; the motion was seconded by the Chair. The motion carried 3-0.