Selectboard Minutes
Minutes
Town of Greenfield
Greenfield Town Offices, 7 Sawmill Road Greenfield, NH
Selectboard’s Minutes
Tuesday, August 08, 2017 – 5:30 PM
Selectboard: Chair Margaret A. Charig Bliss, Selectman Robert Marshall, Selectman Stephen Atherton Jr.
Staff: Aaron Patt, Town Administrator; Todd Mason Interim DPW Manager
Public: Ray Cilley, Gary Russell, Karen Russell
Documents for Review/Approval
- A/P Check Register (2)
- Waste Water Check Register
- Payroll
- Department of Revenue Form RS 232-R
- Minutes of Selectboard Meeting
- Sewer Tax Levy
- Trustee of Trust Funds Transmittal Letter
- Employee Vacation Request (2)
- Oak Park Rental –Music Festival
- Welfare
5:30 PM: Public Forum
At 5:30 pm Chairwoman Charig Bliss opened the meeting. Ray Cilley joined the Board during the public forum and explained that he and several other residents had volunteered at the Greenvale Cemetery to clear brush on the edge of the cemetery property that had taken over inside the wall. The brush piles that resulted from the volunteers’ efforts were too large for personal vehicles and the request was made to have DPW send a dump truck to help with the removal. The Board agreed to have DPW include this in their schedule. The Board voted to have Interim DPW Director Todd Mason discuss with Mr. Cilley how best to dispose of the brush.
Next Mr. Cilley, as Library Trustee outlined the status of the library foundation job. The library foundation was completed and loam hydroseeded. The foundation project required a large number of landscape plantings be removed. The Trustees are currently in discussions about having some landscape planning undertaken to determine how to address the landscaping (plants and shrubs) around the building. The Trustees have also discussed additional steps beyond the plantings and may be interested in bringing in a landscape architect to provide some plans for public use of the outdoor areas. The Selectboard discussed the costs with Mr. Cilley. Mr. Cilley outlined that there were several cost savings that occurred in the library project that could help the Trustees pay for the planning this year. The Selectboard requested that the Town Administrator provide a synopsis of the project costs/payments for a future discussion.
The Selectboard began working through the Consent Agenda. Selectman Atherton joined the meeting. The Chair motioned to accept the Consent Agenda. Selectman Marshall seconded the motion. The motion passed unanimously 3-0.
6:10 PM: Todd Mason, Interim DPW Roads Manager
At 6:10 pm, Todd Mason, Interim DPW Roads Manager came before the Selectboard. Mr. Mason expressed his thanks for the Selectboard naming him as interim manager.
Next Mr. Mason outlined the need to close Slip Road between Depot Road and the railroad Tracks for one day on Tuesday, August 15th in order to replace a culvert. Mr. Mason explained that the culvert has a steep drop-off on one side, which is why the department feels it would be safer to close the road than to allow one-lane traffic during the day. He assured the Selectboard that it will only take one day. He explained that he had been in touch with the postmaster and understood that the busiest day for the post office is Monday. The post office requested that the closing take place on a day other than Monday. The Selectboard discussed the need for signage and the need for posting and emailing a public notice. The Selectboard agreed to closing of Slip Road and were of a consensus that the plan presented was sufficient.
Next Mr. Mason discussed the impact of beaver dams at Zephyr Lake and on Dunklee Hill Road. Zephyr Lake is much higher than normal this year due to the amount of rain and a very large beaver dam. The department has torn the dam apart twice but the beavers re-build it very quickly. A solution for trapping beavers in these locations has been undertaken with a local trapper and the Fish and Game warden in Concord.
Mr. Mason updated the Selectboard that two interviews had been held for the open DPW position. A third interview was scheduled for Thursday of this week. The interviews include a hands-on practical using equipment such as the back-hoe.
Lastly, Mr. Mason outlined that the new uniform pants are too light for welding and for certain work conditions, which is resulting in rashs and burns for the crew. The department would like to switch to blue jeans for the pants. After a short discussion the Selectboard outlined their support for the DPW and authorized the cost of an additional $1.00 per month per person x the number of pants per person. The total amount came to about $240.00 for the year. Selectman Marshall made a motion to authorize the DPW crew to wear denim pants. The Chair seconded the motion. The motion passed 3-0.
6:30 PM: Trustees of Trust Funds
At 6:30 pm the Selectboard welcomed the Trustees of Trust Funds to the meeting. Town Administrator Patt outlined a series of emails between the Town Office and the Attorney General’s office regarding the use of the Sayles Fund, which is a gift left to the Town by Ralph Sayles in 1958. The conclusion of the exchange of information between the two offices resulted in an email from Terry Knowles, Assistant Attorney General, Charitable Trusts Division stating: “If the town is improving the area known as the Proctor Reservation Area (Town Forest), expenses relating directly to that project can be paid from the Sayles Trust”.
The Selectboard and the Trustees discussed the letter (email) from the Attorney General’s office and it was the consensus of the members of both Boards that the question was settled and the improvement of the old Savage lot (as outlined in the Will of Ralph Sayles) could be accomplished through the use of the Sayles fund. There followed additional discussion about the going forward process. Selectman Marshall offered to send a copy of the draft program approval document that the Board is currently reviewing to the Trust Fund Trustees. Linda Nickerson asked whether the Trustees could utilize a checkbook for this particular fund, set-up by Charter Trust. The Trustees agreed that they would ask that question of Charter Trust.
7:05 PM: Selectboard Work Session
The Selectboard reviewed a letter from the Tax Collector regarding a forbearance agreement on S2-4-1. The agreement allows a payment each month, however the amount of the past due tax has grown to the point that a new payment plan is needed or the owner will have to make other arrangements in order to prevent the property from being deeded.
The Selectboard reviewed a letter from New England Forest Products regarding a Change of Use Tax (LUCT), which NEFP says they are responsible, as part of an agreement with the State of New Hampshire and Barbara C. Harris Foundation. In their letter, NEFP requests that the Selectboard allow a lower assessed evaluation for the basis of the LUCT tax. The Selectboard reviewed the request and noted that the appeal period that is set by statute has expired. The law sets the appeal period and the process by which a Land Use Change Tax can be appealed. The Board of Land and Tax Appeals, or, the County Superior Court are the proper venue to appeal the LUCT tax. However, appeals can only be heard if filed within the eight month period that the statute allows. The request from NEFP is during the 14th month and is thus, past the deadline outlined in the statute.
The Selectboard reviewed a letter from Gary Roberge, CEO of Avitar Assessing. The letter outlines the public right of way (PRW) abatement request filed in 2016 by Fairpoint (NNETC) and the statute change that the NH State Legislature voted recently that updates how the conduits and poles shall be valued for assessing purposes. The PRW has not been finalized and Mr. Roberge is proposing an alternate solution, which he states Fairpoint has agreed to accept. The Selectboard reviewed the proposal and asked that the attorney representing Greenfield be provided with the evaluation methodology that Mr. Roberge is using. The Selectboard also indicated that any final proposal to Fairpoint shall be reviewed by the attorney (Drummon Woodsum’s Matthew Serge).
The Selectboard held a lengthy discussion on a draft wage plan proposal. The initial plan was drafted by Selectman Marshall and then wage scale data was populated from the Town of Hancock’s 2016 multi-town wage study data in order to assign salary and wage ranges for the town’s full time employment categories. At the conclusion of the discussion the Selectboard agreed that the draft was workable but they want to see the impact year-over-year of the program on the town’s budget.
Lastly, the Selectboard reviewed correspondence between Fieldstone Land Use Consultants, Avitar Assessing, and the Town Office regarding a property that was sold at auction in 2016. Fieldstone identifies problems with the property. The property is outlined on the town’s tax map but Fieldstone does not find the property at the location where the map represents it. They suggest that the property may not exist and the tax map reference may be an archetype of the mapping process. They suggest that a title search may make clear if the property exists. The Selectboard deliberated and decided that the best course was one of fairness to the buyer. They asked that Town Counsel be contacted for guidance on how best to handle the situation, and expressed that their intention would be to limit any further exposure to the buyer and the town.
Adjournment
The time being 9:40 pm, Selectman Marshall moved to adjourn. The Chair seconded. All were in favor, and the motion carried 3-0. The meeting adjourned at 9:40 PM.
The minutes are final when approved and signed by the Selectboard. A signed copy is on file in the Selectboard’s office.