Selectboard Meeting

Minutes

Town of Greenfield

Greenfield Town Offices, 7 Sawmill Road Greenfield, NH

Selectboard’s Minutes

Wednesday, February 05, 2020 – 5:30 PM

Selectboard: Chairwoman Margaret Charig Bliss, Selectwoman Karen Day, Selectman Robert Marshall

Staff: Aaron Patt, Town Administrator;

Public: See attached Budget Hearing Sign-In Sheet            

5:30 PM: Selectboard Budget Work Session – No Public Forum, No Appts.

The meeting was called to order at 5:30pm. The Selectboard reviewed the draft 2020 budget and Draft Town Warrant. At the conclusion of the review, the Selectboard took up a discussion on the Ambulance agreement with Wilton Ambulance. The Board received notice from the town of Temple at 9:59AM that Temple was voting to pay an amount different than presented at the Wilton budget committee meeting. The Selectboard heard that Lyndeborough has completed its budget hearing and has already submitted their budget to the State. Wilton has expressed that their hearing is finalized and they are in the process of submitting their budget to the State. An email from Town Administrator Branscombe indicates that Wilton does not intend to make any changes to their budget, or, hold another budget hearing. The Selectboard discussed the email from Temple Selectman Bill Ezell. The Wilton budget hearing was January 16^th. There has been ample time to request that the Town of Wilton and the other towns involved in the Ambulance service revisit the budget allocation. On a motion by Selectwoman Day and a Second by Selectman Marshall, the Greenfield Selectboard is bringing forward an ambulance budget of $57,800, and will not make any changes to the budget at this late date. The motion passed 3-0.

Next the Selectboard reviewed three backhoe quotes (Case, Caterpillar, and John Deere), and a request by DPW to support a purchase of a Caterpillar 440 Backhoe. The town’s backhoe lost its drive shaft and oil pan, and the engine work required following the breakdown is cause for replacement. The Selectboard agreed that the backhoe is the backbone of the DPW and the Board cannot wait until Town Meeting because the equipment is necessary for mud season. Mud season started before Town Meeting in 2019, and last year was the worst mud season in recent memory. The town cannot afford to lose any roads to plugged culverts or because stone could not be delivered and applied in a timely manner. To wait until a Town Meeting vote would mean further delay because spring is a busy time for ordering equipment and this would mean delivery at a date well beyond mud season. The Board agreed that the purchase should be treated as an emergency purchase and taken from Capital Reserve Funds. Selectwoman Day made a motion to purchase a Caterpillar 440 backhoe in the amount of $125,000 with the following options: a 7yr./3500 hour warranty for power train and hydraulics for $4,300; $4,000 for a Craig hydraulic thumb; and $6,000 for a Craig tilt bucket for ditching; for a total purchase price $139,300.Selectwoman Day noted that the advantage of working with Caterpillar is that the delivery time is two weeks whereas the John Deere dealer quoted April as a time frame for the smaller John Deere backhoe. The motion received a Second from Selectman Marshall. The motion passed 3-0 in the affirmative. A sales order was signed by the Chair.

Next, the Selectboard reviewed significant drivers in the overall budget: the Gravel Roads Maintenance warrant article for $50,000, the Meeting House Improvements Capital Reserve Fund for $50,000, the down-payment on the MACK six wheeler for $50,000, and combined increases of $14,186 to the Library Director Wages and Library Part-Time Wages. The Selectboard noted that the budget is up 5.5% over 2019 and that the increase in the Meeting House Warrant Article combined with the other increases amounts to approximately 5.5%. This does not include other budget changes such as increases in wage lines, or the fact that the 2014 10-Wheel dump truck payments ended in 2019.

6:30 PM: Public Hearing on the 2020 Budget

At 6:30pm, Chairwoman Charig Bliss opened the public hearing and welcomed the public and members of staff to the meeting. The Chair provided opening remarks explaining the increase in the 2020 budget and the needs of the town. Included in the increase is a request from the Friends of the Greenfield Meeting House to double the capital reserve funding from $25,000 to $50,000 this year. The Chair highlighted the following additional items in the budget; the gravel roads warrant article; increases to DPW contract services; increases to the Library wage lines; and a decrease in the Ambulance budget. She stated that wages and salaries were increased slightly over the scheduled wage and salary increases to account for the heated labor market in New Hampshire. At the conclusion of the opening remarks, the Chair invited any preliminary questions. Seeing none the Chair asked if those assembled would agree to have the warrant article read aloud without reading through the line items associated with the major departments. There was an agreement from those in attendance.

The Chair read Article #2 to see if the town will vote to raise and appropriate the sum of One Hundred Twenty-One Thousand, Four Hundred Fifty-Seven Dollars ($121,457) to support the Recycling Center. (Majority vote required). This article has a tax impact (2019 values) of $0.72. Allocation as follows.

There were no questions on Article #2

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.

The Chair noted that this article runs every year and has no tax impact as it is a reimbursable grant. There were no questions on Article #3.

The Chair read Article #4: To see if the town will vote to raise and appropriate the sum of One Hundred Seventy Three Thousand, Five Hundred Dollars ($173,500) 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 (2019 values) of $1.03.

Resident Katherine Heck asked why the Library has its own Capital Reserve Fund when the new well was paid for primarily out of the Town Buildings Maintenance Capital Reserve Fund. She stated that the town should have only one fund if the Library is not going to use their Capital Reserve Fund. The question was answered by Bruce Dodge, Chair of the Library Trustees. Mr. Dodge stated that the Trustees have several plans for their Capital Reserve Funds and the Library is a town owned building.

The Chair read Article #5: To see if the town will vote to raise and appropriate the sum of One Hundred Forty-One Thousand, One Hundred Nineteen Dollars ($141,119) to support the Fire Department; with Three Thousand, Five Hundred Dollars ($3,500) to come from the approved NH Homeland Security and Emergency Management Hazard Mitigation Update Grant; and One Hundred Thirty-Seven Thousand, Six Hundred Nineteen Dollars ($137,619) to come from taxation. (Majority vote required). This article has a tax impact (2019 values) of $0.81. Allocation as follows.

Resident Katherine Heck asked about the line item for Turn-Out Gear – she stated that there is a Non-apparatus Capital Reserve Fund that was originally set up to provide for turn-out gear and it was her understanding that at some point the turn-out gear line item would be dropped from the budget. Fire Chief Rick McQuade stated that turn-out gear also includes helmet, boots, gloves, which they are doing this year;  so there is still a need for the line item in the budget.

The Chair read Article #6: To see if the town will vote to raise and appropriate the sum of Two Hundred Sixty-Four Thousand, Six Hundred Twenty-Four Dollars ($264,624) to support the Police Department. (Majority vote required). This article has a tax impact (2019 values) of $1.57. Allocation as follows:

There were no questions on Article #6.

The Chair read Article #7: To see if the town will vote to raise and appropriate the sum of One Million Twelve Thousand, Five Hundred Seventeen Dollars ($1,012,517) to support the Operation and Maintenance of the Town. (Majority vote required). This article has a tax impact (2019 values) of $6.03. Allocation as follows.

Resident Diane Boilard asked a question about the Insurance line item. The insurance is the Worker’s Compensation, Unemployment, and Property & Liability insurance that the town subscribes to through Primex.

Resident Jeff LeCourse asked a question about the Legal line item. The legal line item is up this year because of a lawsuit by Eversource against many towns throughout New Hampshire that concluded in 2019, but for which Greenfield has some additional legal bills in 2020.

The Chair read Article #8:  To see if the town will vote to raise and appropriate the sum of Four Hundred Seventy-Nine Thousand, Thirteen Dollars ($479,013) to support the Department of Public Works. (Majority vote required). This article has a tax impact (2019 values) of $2.84. Allocation as follows.

Resident Karen Russell asked a question about where the town purchases gravel for its projects. DPW Manager Todd Mason cited that there are several local sources for stone and gravel products. He noted that Leighton White and Co. has gone out of business.

Resident Diane Boilard asked why the Buildings & Grounds and the DPW Roads budget are not broken out so that you can see the sub-total for each budget. A discussion followed. At the conclusion of the discussion, Selectwoman Day stated that the town could certainly break out the subtotals going forward.

Resident Karen Russell asked if the Selectboard had made a decision to hire a 4^th full-time DPW person for the DPW Roads department. Selectman Marshall stated that the DPW used contract services successfully in 2019 and the Selectboard has increased that line item for 2020. Because the contract services were successfully utilized the Board hasn’t revisited hiring a 4^th full time person due to the additional benefit costs, but it was certainly something that the Board intends to look at every year. There followed a discussion in which Ms. Russell argued on behalf of a fourth person. She stated that the department needs a fourth full-time person.

The Chair read Article #9: To see if the town will vote to raise and appropriate the sum of One Hundred Twenty-Five Thousand Dollars ($125,000) for the purpose of providing Road Paving and/or Reconstruction. (Majority vote required). This article has a tax impact (2019 values) of $0.74.

There were no questions on Article #9. DPW Manager Todd Mason confirmed that this would be third and final portion of East Road.

The Chair read article #10. To see if the town will vote to raise and appropriate the sum of Fifty Thousand Dollars ($50,000) for the purpose of providing Gravel Road Repair and/or Maintenance throughout the town. (Majority vote required). This article has a tax impact (2019 values) of $0.30.

DPW Road Manager provided some background on the gravel road plan. He stated that DPW intends to visit Old Bennington Road and Cavender Road initially as those are the roads with the most complaints.

The Chair read article #11: To see if the town will vote to raise and appropriate the sum of Two Hundred Five Thousand, Seventy-Two Dollars ($205,072) for the purpose of purchasing a 2020 MACK 6-Wheel Dump Truck in a lease purchase with $50,000 as a down payment, and annual payments of $34, 921 each year, for five years, starting in 2021. (Majority vote required). This article has a tax impact (2019 values) of $0.30 in 2020.

Office Manager Catherine Shaw stated that this article needs to note that it has a municipal escape clause. This was agreed to by the Board.

Resident Mary Ann Grant asked how much the total would be for all the payments. Katherine Heck, Treasurer explained the lease purchase arrangement for Ms. Grant. Selectman Marshall explained the Capital Improvements Plan and how the Board is looking to reduce compression in the upcoming years because several large pieces of equipment are coming due for the DPW and the Fire Department at the same time. DPW Road Manager Todd Mason explained that the town’s current 6-wheel dump truck, a Freightliner, was bought used, is now ten years old and has been very costly to keep on the road.

The Chair read Article #12: To see if the town will vote to raise and appropriate the sum of One Hundred Thirty-One Thousand, Seven Hundred Eighty-Six Dollars ($131,786) to support the Stephenson Memorial Library (Majority vote required). This article has a tax impact (2019 values) of $0.78. Allocation as follows.

Bruce Dodge, Library Trustee Chairman explained that they have no full-time person currently as the Director resigned. He stated that they are currently using part-time employees to cover the open hours, which requires the library to use part-timers 25-28 hours a week. The plan for next year is to have the budget go down and be as flat as possible. He stated that there are certain functions within the part-time wages line that the Trustees have increased, such as the Children’s librarian position.

Resident Catherine Shaw asked what the time frame would be for the library to hire a new director.

Mr. Dodge replied that the position was posted on the website earlier today and he is hoping to have a new hire to introduce at Town Meeting.

The Chair read Article #13: To see if the town will vote to raise and appropriate the sum of Fifty-Three Thousand, Six Hundred Twenty Dollars ($53,620) to fund the operation of the Town Clerk’s office. (Majority vote required). This article has a tax impact (2019 values) of $0.32.

There were no questions regarding Article #13.

The Chair read Article #14: 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 (2019 values) of $0.003.

There were no questions regarding Article #14.

The Chair read Article #15: To see if the town will vote to raise and appropriate up to Six Thousand Dollars ($6,000) and to authorize expenditures from the George Proctor Recreation Area Town Forest Maintenance account, recommended by the George Proctor Recreation Area Town Forest Committee (Town Forest Committee) for improvements at the George Proctor Recreation Area Town Forest; including wildlife habitat improvements and a trailhead-parking area. This article to be offset by proceeds from a timber harvest in the George Proctor Recreation Area Town Forest Map R5 Lot 18, and placed in the George Proctor Recreation Area Town Forest Maintenance account. Expenditures are not allowed in excess of the amount placed in the fund. The Town Forest Committee recommends this article and the Selectboard supports it. (Majority vote required). This article has no effect on taxation.

Town Administrator Patt explained that this article ran in 2019 and was approved at Town Meeting. Unfortunately the work was not begun so the article lapsed. It was thought that the Town Forest Committee has received a viable bid to do the work this year, so the Department of Revenue stated it had to be voted on for 2020. If the work is not completed, the Selectboard can vote at the end of the year to make it non-lapsing for one year.

The Chair read the final article, Article #16: To see if the town shall modify the provisions of RSA 72:39-a for elderly exemption from property tax in the Town of Greenfield, based on assessed value, for qualified taxpayers, to be as follows:  for a person 65 years of age up to 75 years, $20,000; for a person 75 years of age up to 80 years, $40,000; for a person 80 years of age or older, $60,000.  To qualify, the person must have been a New Hampshire resident for at least 3 consecutive years, own the real estate individually or jointly, or if the real estate is owned by such person’s spouse, they must have been married to each other for at least 5 consecutive years.  In addition, the taxpayer must have a net income of not more than $25,000 or, if married, a combined net income of less than $33,000; and own net assets not in excess of $50,000 excluding the value of the person’s residence. (Majority vote required)

Resident Diane Boilard asked about the article. She wanted to know what the criteria was for the increase in the income limits given that the article was first passed 22 years ago. A discussion followed about the Consumer Price Index (CPI) and the Social Security Administration Cost of Living over the course of that time period. Selectman Marshall stated that beyond the CPI, this warrant article was an effort by the Selectboard to bring the income limits up to help address the needs of the townspeople. He stated that the Board looked at the data on file with the State for the surrounding towns. At the conclusion of that review the Board decided to make a prudent first step in the direction of increasing the income limits. Selectwoman Day stated that this article is a direct result of requests received by the board from a member of the public over the past two years.

Mary Ann Grant stated that she would like to stay in her home and that this type of support from the community could be important to seniors who want to do the same.

At 8:03, Katherine Heck, Interim School Board Representative gave a brief overview of the ConVal School Budget and Warrant. This included an overview of a solar project, use of fund balance in the coming year, and a discussion about pre-school funding. Resident Dave Martin voiced his support for solar projects. Ms. Heck explained the need for a buy-out of the solar project, along with a separate warrant article to fund an expendable trust fund for the district to that end. She noted that there is a $10,000 penalty if the School signs on to the solar program but backs out prior to the start of the construction/installation phase.

At 8:15, Bruce Dodge asked a question about high speed internet. A discussion with the Selectboard followed. Selectman Marshall stated that he has been looking for volunteers to work in conjunction with the Selectmen’s Advisory Committee to see about options for the region.

At 8:16 pm, the Chair closed the public hearing.

At 8:24 pm, Katherine Heck suggested to the Selectboard that they create a presentation for Town Meeting. She went on to explain that at the ConVal Deliberative Session, the Superintendent made a very effective presentation about the district budget, and when it came time for questions, the public was well informed about the warrant articles and their impact on the budget. As a result, she reported that the warrant articles went through in an orderly manner, with little discussion because everyone assembled felt informed.

A discussion followed. Selectman Marshall stated that he was impressed by the ConVal presentation. He agreed that a presentation might be very useful for the Greenfield Town Meeting. At the conclusion of the discussion the Board discussed the upcoming meeting schedule.

Adjournment

At 8:44 pm Selectman Marshall made a motion to adjourn the meeting; the motion was seconded by Selectwoman Day. The motion carried 3-0.