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Selectboard Minutes

Meeting date: 
Thursday, February 9, 2023

Town of Greenfield

7 Sawmill Road, Greenfield, NH 03047

Selectboard’s Minutes

Tuesday, February 9, 2023 – 5:30 PM

Selectboard: Chairman Mason Parker, Selectman Michael Borden, Selectman Bascom

Staff: Aaron Patt, Town Administrator;

Public: Adele Hale, Catherine Shaw, David Martin, Robert Wachenfeld, Jim Morris, Shannon Billodeau, Catrine Mamczak, George Rainier, Brian Giammarino, C.J. Hall, David Bridgewater, David Thimmel, Luke McCarthy, Katie Cartier, Janice Pack, Sean Sylvester, Rowan Wilson (Ledger Transcript)

Documents for Discussion/Signature

  1. A/P Check Register dated 2/8/2023 in the amount of $365,380.37
  2. A/P “ACH” Register dated 2/24/2023 for NH Retirement
  3. Welfare Voucher (3)
  4. Minutes of 2/2/2022

Other letters/ items for Discussion/Signature:

  1. Selectboard Report 2022
  2. Draft Town Warrant
  3. Draft Comparative Budget Report ’22-‘23
  4. Draft MS-636
  5. Winter Operations Policy

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. The Chair requested that the Selectboard review the warrant and assign a board member to each article for discussion at the public hearing.

Next the Chair requested a vote on the Consent Agenda. On a motion by Selectman Borden and a second by Selectman Bascom, the Board voted 3-0 in favor of accepting the Consent Agenda.

5:45 PM: Selectboard Work Session

The Board reviewed an offer sheet from Signal 5 Fire Apparatus for a 2004 Seagrave Custom Pumper for the amount of $65,000. On a motion to approve the purchase of the Fire Engine with Capital Reserve Funds by Selectman Borden and a second from Selectman Bascom, the Board voted 3-0 in favor of purchasing the fire truck. With proceeds to come from Capital Reserve funds, this purchase will not impact the 2023 budget. The Board agreed to explain this decision to the public gathered for the budget hearing later in the evening.

The Selectboard discussed the upcoming hearing and an informational meeting about plans for Oak Park.

6:00 PM: Public Hearing: 2023 Budget

At 6pm, Chairman Parker opened the Public Hearing on the Town of Greenfield’s 2023 budget. The Chair provided opening remarks, stating that the Selectboard’s approach is to bring forward to Town Meeting a budget that focuses on what the town’s needs are and to provide realistic costs for those needs so that everyone clearly understands the choices that we have. Previously, budgets were often built with a focus on the tax rate, and against a backdrop of low inflation. Today’s inflation means increased costs are coming at a time when the town is still addressing substantial deferred maintenance. This compounds the pressure on the budget. Another factor of inflation means that savings are not keeping pace with costs, so this year the Board has responded by increasing the savings for capital reserve funds.

The Chair stated that the Board members will read the warrant articles and take questions. Starting with Warrant Article #2.

The Chair read Article 2:  To see if the town will vote to raise and appropriate the sum of One Hundred Fifty-Eight Thousand, Two Hundred Seven Dollars ($158,207) to support the Recycling Center. (Majority vote required). This article has a tax impact (2022 values) of $0.87.

  • C.J. Hall, Recycling Center Supervisor explained that the primary increase in the budget is based on the contract with Monadnock Disposal Service (MDS). The town had a five-year contract with MDS for $100 a ton plus a hauling fee for residential trash. MDS will not provide a multi-year contract in the current economic environment and the rate has increased to $150 a ton. This substantial increase is outside of the town’s control.
  • George Rainier asked about the cost to dispose of glass. CJ replied that, currently the town hauls glass to an outside facility where it is crushed and milled. DPW then receives some of the milled glass back to use as aggregate in projects. The town pays a fee for the service.

The Chair read Article 3. To see if the town will vote to raise and appropriate the sum of up to Two Thousand, Four Hundred Dollars ($2,400) for the purpose of expending funds that will be offset by the Used Oil Collection Grant Assistance Program, to purchase materials and/or obtain services to establish, improve, or operate a used oil collection center in accordance with the terms and conditions of Used Oil Collection Grants at the Recycling Center. (Majority vote required). This article has no tax impact.

  • Article 3: There were no questions or comments from the public.

The Chair read Article 4. To see if the town will vote to raise and appropriate the sum of up to Ten Thousand Dollars ($10,000) for the purpose of purchasing Storage Facility, at the Recycling Center. (Majority vote required). This article has a tax impact (2022 values) of $.05.              

  • George Rainier asked several questions about the purpose of the warrant article.
  • The Chair explained that the Recycling Center needs storage to keep materials out of the weather and prevent having loads rejected as a result.
  • Selectman Borden explained the Board is interested in purchasing storage containers and changing the configuration of access to a “pull through” approach rather than a “back in” to improve safety and better serve the residents.

Selectman Bascom read Article 5. To see if the town will vote to raise and appropriate the sum of Two Hundred Twenty-Three Thousand, Five Hundred Dollars ($223,500), and to place said amount(s) in the existing Capital Reserve Funds as outlined below.  The Selectboard recommends this article. (Majority vote required). This article has a tax impact (2022 values) of $1.23.

  • Selectman Bascom explained that inflation has increased the cost of vehicles and equipment well past the capacity of the town’s current savings rate. As a result, the Selectboard has increased the Capital Reserve fund savings amount.
  • The Chair explained that when the town recently bought a police cruiser, the base cost of the cruiser was covered by the savings but additional funds to outfit that  new cruiser had to be taken from the police budget. The base cost of the cruiser was $37,852 and the upfit of radios, lights, cages and equipment cost an additional $11,000+. The capital reserve fund did not cover the total cost for the cruiser so future savings have to be increased. The Chair stated that the rate of capital reserve savings for police vehicles was originally based on a $30,000-dollar vehicle. Today’s cruisers cost at least fifty thousand and in three years the cost will be sixty thousand or more. The same pattern is true for the Fire Dept. equipment, the Meeting House improvements, Town Buildings’ maintenance, and DPW vehicles and equipment.

Selectman Bascom read article 6. To see if the town will vote to raise and appropriate Five Hundred Dollars ($500) and place said amount in the existing Forest Fire Fighters Expendable Trust Fund. The Selectboard recommends this article. (Majority vote required). This article has a tax impact (2022 values) of $0.003.

  • Article 6: There were no questions or comments from the public.

Article 7 was read by Selectman Borden. To see if the town will vote to establish an Emergency Energy Expendable Trust Fund to provide fuel for electricity generation, heating, cooling and for vehicles and equipment in an emergency, and to appropriate the sum of Three Thousand Dollars ($3,000) from fund balance, and to place said amount in the newly established Emergency Energy Expendable Trust Fund as outlined. Further, to name the Selectboard as agents to expend and annually to allow funds from the Emergency Management budget to lapse to this fund at year-end unless otherwise allocated by the Selectboard. The Selectboard recommends this article. (Majority vote required). This article has no tax impact.

  • This article has no tax impact and is a one-time transfer from fund balance to a new expendable trust fund to provide a buffer in the case of disaster or fuel for vehicles or propane for generators.
  • Karen Day asked if this article pertains to solar. The answer is that it does not.
  • David Martin asked if this was a one-time transfer from the EMD account. The answer is that this could transfer annually at year end if the Selectboard and EMD choose.

Article 8 was read by Selectman Borden. To see if the town will vote to raise and appropriate the sum of One Hundred Eighty-Nine Thousand, Nine Hundred Forty-One Dollars ($189,941) to support the Fire Department (Majority vote required). This article has a tax impact (2022 values) of $1.04.

  • George Rainier asked a question about the formatting of this Warrant Article. The answer is that the department’s budget in the warrant article includes payments for previous year’s capital purchases in the total amounts raised. In other words the Warrant Article in Town Report is for an amount that is greater than the department budget by itself, which is shown in the comparative budget detail report.

Selectman Borden read Article 9. To see if the town will vote to change the Fire Department Chief’s wages, previously capped by Town Meeting, to wages set by the Selectmen based on qualifications, experience, and performance. This change to begin in 2023. RSA 154:1. (Majority Vote Required).

  • A discussion followed. Janice Pack asked a question about how the Board planned to allocate wages for the Fire Chief. The Chair explained that the original warrant article capped the wages at $20,000 and the Board is looking to fold the Fire Chief into the same process that the Board uses in the normal course of business to set wages for all of the other departments.
  • David Martin suggested that Warrant Articles #8 and #9 be reversed so that funds could be added to the Fire Dept. budget if this warrant article passes. The Chair explained that the issues that are part of allocating wages are more complex than simply having Town Meeting put a number in the budget. The Board will need to meet with the new Chief and come to an agreement about the position and the amount of time that the Chief can allocate to the position. So, this article is focused primarily on the permission.

Article 10 was read by Selectman Bascom. To see if the town will vote to raise and appropriate the sum of Two Hundred Ninety Thousand, Nine Hundred Seventy-Seven Dollars ($290,977) to support the Police Department. (Majority vote required). This article has a tax impact (2022 values) of $1.60.

  • George Rainier asked when the new police station would be finished. He stated that if the station is completed this year, the Board should look at populating the lines for Electricity, Heat, and Sewer. The answer is that these expenses are already budgeted elsewhere in the budget. The lines with 1.00 are to allow for transfers from the other budgets once the station is operational.

Article 11: To see if the town will vote to raise and appropriate the sum of One Million, Two Hundred Sixty-Two Thousand, Five Hundred Seventy-One Dollars ($1,262,571) to support the Operation and Maintenance of the Town. (Majority vote required). This article has a tax impact (2022 values) of $6.58.

  • Katie Cartier asked for the breakdown of the Parks & Recreation budget and was directed to page 9 of the comparative budget. The Chair provided an outline of the Board’s goals for this budget.

Article 12 was read by Selectman Borden. To see if the town will vote to raise and appropriate the sum of Six Hundred Sixty-Four Thousand, Two Hundred Fifty-Eight Dollars ($664,258) to support the Department of Public Works. (Majority vote required). This article has a tax impact (2022 values) of $3.65.

  • DPW Director Jim Morris provided an overview of the budget.
  • Karen Day asked if the DPW is going to be expanding the Library parking lot.
  • Director Morris explained that the Library project will require significant engineering that is beyond the scope of the department.
  • Katie Cartier, Library Trustee stated that the Trustees are in the process of getting quotes for the work, and agreed with Director Morris’s assessment.

Article 13: To see if the town will vote to raise and appropriate the sum of Two Hundred Thousand Dollars ($200,000) for the purpose of providing Road Paving and/or Reconstruction. (Majority vote required). This article has a tax impact (2022 values) of $1.10.

  • George Rainier asked what the paving plan calls for this year. The answer is New Boston Road.

Article 14: To see if the town will vote to raise and appropriate the sum of Twenty-Five Thousand Dollars ($25,000) for the purpose of providing Gravel Road Repair and/or Maintenance throughout the town. (Majority vote required). This article has a tax impact (2022 values) of $0.14.

  • Director Morris explained that DPW will be putting gravel down on Slip Road up to the big corner.

Article 15: To see if the town will vote to raise and appropriate the sum of Fifty-Five Thousand Dollars ($55,000) for the purpose of Chip Sealing Paved Roads throughout the town. (Majority vote required). This article has a tax impact (2022 values) of $0.30.

  • George Rainier asked which roads would be chip sealed. Answer: Gould Hill Drive and Longwood Drive. There was general agreement from several people that chip sealing was improving the road surface and was holding up well. Director Morris explained how chip sealing rejuvenates the road by putting asphalt oils back into the surface.
  • David Martin suggested that Articles 13, 14, and 15 be combined into the DPW budget rather than having voters have to vote on four different warrant articles.

Article 16: To see if the town will vote to raise and appropriate the sum of One Hundred Fifty -Two Thousand, Three Hundred Seventy-Eight Dollars ($152,378) to support the Stephenson Memorial Library (Majority vote required). This article has a tax impact (2022 values) of $0.85.

  • Article 16: No public comment or questions.

Article 17: To see if the town will vote to raise and appropriate the sum of Forty-Three Thousand, Eight Hundred Ninety-Two Dollars ($43,892) to fund the operation of the Town Clerk’s office. (Majority vote required). This article has a tax impact (2022 values) of $0.24.

  • Article 17: No public comment or questions.

Article 18: To see if the town will vote to establish a Legal Defense & Consulting Expendable Trust Fund per RSA 31:19-a, for the purpose of extraordinary legal fees, defense, consulting, and assessment/appraisal and to raise and appropriate Thirty Thousand Dollars ($30,000) to put in the fund, with this amount to come from Fund Balance; further to name the Selectboard as agents to expend from said fund. The Selectboard recommends this article.  (Majority vote required). This article has no tax impact.

  • The Chair explained that this could provide support for the Planning Board, Zoning Board, and the Selectboard in the case of significant legal expenses and would have the added effect of helping keep the department budgets relatively flat.

Article 19: Shall the Town readopt the Optional Veteran’s Tax Credit in accordance with RSA 72:28, II, for an annual tax credit on residential property of $300?   (Majority vote required)

  • Discussion on this article followed. A suggestion from the audience to raise the credit to the maximum of $750 was provided to the Board.
  • The Board discussed and agreed to include the request into the warrant.

Chairman Parker announced that this concluded the 2023 public budget hearing. People are welcome to stay for a presentation on the Selectboard’s interest in a Master Plan for Oak Park.

Seeing no further questions, the Chair closed the public hearing.

7:30 PM: Selectboard Work Session (Contd.)

Selectman Borden stated the Board has voted to expend funds for a 2004 Seagraves Custom Fire Engine. He explained that the town’s current truck has had a catastrophic failure of the gear box while at a Mutual Aid call. In addition to the repairs to the gear box, the pump would need to be rebuilt as it barely passed its last pump test in 2020. These repairs would be very expensive, and due to the way the truck is built, the whole body would have to come off in order rebuild the gear box and pump. The truck is 25 years old and the cost to repair is therefore much greater than the value of the vehicle. As a result, the Fire Department has located a used truck that will satisfy the needs of the town for a number of years, which the Selectboard supports.

Next, the Chair and Selectman Bascom put an Oak Park Master Plan presentation up on the screen. The Chair provided an overview of

Next, the Chair and Selectman Bascom put an Oak Park Master Plan presentation up on the screen. The Chair provided an overview of park’s strengths and weaknesses. In order to address the issues that the Board sees on one hand, and to enhance the park on the other, there are a number of potential projects and renovations that the Board would like to see happen in the future. These include new playground equipment, a dog park area, a place for adults to gather that is farther away from the playground, better signage throughout the park, and upgrades to the soccer/football fields and the baseball diamond. The Chair explained that the tennis courts are under-utilized and in need of repair and might be more active if the courts were moved to a different part of the park. A map of the potential projects was included in the slideshow.

  • Adele Hale stated that in the past the town had looked at the cost to refinish the tennis courts versus the Board’s idea of moving the tennis courts to a new location. Ms. Hale stated that the committee that looked at this issue found that refinishing the tennis courts is much more cost effective compared to starting over from scratch.
  • The Chair thanked everyone for their interest in Oak Park and for their feedback.

There being no further business, the Board voted to adjourn.

Adjournment

At 7:40 pm, Selectman Borden made a motion to adjourn the meeting; the motion was seconded by Selectman Bascom. The motion carried 3-0.