Selectboard Minutes
Minutes
Town of Greenfield
Greenfield Town Offices, 7 Sawmill Road Greenfield, NH
Selectboard’s Minutes
Tuesday, October 17, 2017 – 5:30 PM
Selectboard: Chair Margaret A. Charig Bliss, Selectman Stephen Atherton Jr., Selectman Robert Marshall
Staff: Aaron Patt, Town Administrator
Board Members: Ken Paulsen, Planning Board; Paul Renaud, Planning Board Chair; Kat Carpenter, Planning Board
Documents for Review/Approval
- A/P Check Register
- Payroll
- Greenfield Police Department Grants
- Distracted Driving
- DWI Patrols
- STEP
- Abatement of Sewer Tax - V3-10
- Minutes of Selectboard Meeting
- Meeting House Rental
- Welfare
Other items for discussion:
1) Wastewater System Public Hearing – Draft Public Notice
2) Meeting House Kitchen(s) – Clean-Up
3) Dollar General – Russell Parking Lot
5:30 PM: Public Forum
At 5:35 pm Chairwoman Charig Bliss opened the meeting. There is no one present for the public forum. The Selectboard begins working through the Consent Agenda. Selectman Marshall reviews the Harvester Market menu for the Fire Department open house. The Selectboard agrees on menu items for the event.
5:45 PM: Capital Improvements Plan Presentation: Ken Paulsen, Planning Board
At 5:45 pm Ken Paulsen comes before the Selectboard to provide a presentation on the 2018 Capital Improvement Plan recommendations from the Planning Board. Planning Board members met with Department Heads during the summer months to discuss equipment needs and capital planning required for each department. Mr. Paulsen opens the Capital Improvement Plan (CIP) presentation with a look back at the projects or improvements that have been accomplished over the past two years. CIP plans are required to be updated by the Planning Board every two years according to NH RSAs. The presentation will cover those projects that include 2016 and 2017 as a result. Individual binders are provided to the Selectboard outlining the presentation and its background.
The presentation opens with the list of 2016/2017 CIP projects completed:
1) Replaced 1985 pumper with a 1993 Quint
2) Replaced Dodge Forestry truck with a brush truck that also carries 1000 gallons of water
3) Replaced 1998 Ford Ambulance with a 1999 4WD Ambulance in excellent condition
4) Replaced 1980 Chevrolet Utility - 1998 Ambulance becomes Utility Vehicle
5) Replaced hydraulic Jaws of Life
6) Replaced cardiac monitor
7) Acquired extractor for fire department turn-out gear
8) Built turn-out gear locker room at fire department
9) Replaced air pack bottles
10) Replaced propane stove and water heater at Meeting House
11) Repaired Library foundation leaks
12) Repaired DPW roof
13) Replaced International 6 Wheeler
14) Annual road paving – 2016
15) Annual road paving – 2017
16) Paved portion of recycling center road
17) Paved Library parking lot
18) Purchased paper compactor
19) Replaced 2011 police vehicle
20) Increased capital reserve fund savings
The presentation outlined a look into future years by assigning an inflation factor to the cost of today’s vehicles and equipment. Each department supplied the Planning Board with lifespan expectations on key equipment, including the year when replacement was needed. The CIP showed a projected cost for capital equipment in those future years using the inflation factor. The Planning Board’s CIP then computed the amount needed in those future years to replace equipment, and reached the conclusion that for the fire department and highway department especially, with today’s rate of savings, “the cost of new, and/or newer used apparatus overwhelms the CRF” (capital reserve funds). This is due in part to the fact that capital reserves were only started in 2007 and 2008, and there have been variations in the annual amount(s) saved from year to year. Mr. Paulsen outlined the concern of the Planning Board that CRF funds, as they are today, are insufficient to achieve the goal of tax-impact leveling in future years.
The Planning Board recommendations for future Capital Reserve Funding in the CIP are to increase the annual amounts saved. However, Mr. Paulsen explained, even with the increases to the CRF savings, the cost of new and/ or newer used vehicles will continue to present a problem for Greenfield. Equipment and vehicles will continue to require a combination of tax dollars and CRF savings (also tax dollars); and for the fire department, donations and fund raising. Every department will need to invest a lot of extra work to keep equipment working in the future. Maintenance of older vehicles will require more funds in the operating budget’s vehicle repairs and maintenance lines.
Planning Board Recommendation - fund the following capital reserve funds annually;
Police Vehicle Capital Reserve Fund $15,000.00
Fire/Rescue Apparatus Capital Reserve Fund $70,000.00
Highway Equipment Capital Reserve Fund $70,000.00
Next the Planning Board CIP presentation focused on Town buildings. Issues such as heat loss at the Library through the attic, which causes significant build-up of icicles, and heat loss around the Town Office windows were discussed. A number of additional building projects were discussed, such as the sill at the rear of the Town Office building, which is currently opened up for inspection. Finally, the most significant unknown is the cost to restore and maintain the Meeting House. An LCHIP grant for this has been applied for and results are expected in November. The grant is designed to quantify the scope of necessary maintenance and restoration at the Meeting House as well as provide a road map into the future for such projects.
The Planning Board recommends the following annual Building and Grounds CRF savings:
Town Buildings Capital Reserve Fund $50,000.00
Library Buildings and Grounds Capital Reserve Fund $10,000.00
Recycling Center Capital Reserve Fund $10,000.00
The total for annual savings recommended by the Planning Board across all Capital Reserve Funds is $225,000, compared to $154,000 in 2017. The recommendation from the Planning Board represents a 46% change from the previous year, and an increase of $71,000. The increase in savings is due to the conclusion by the Planning Board that today’s rate of savings will not prevent significant fluctuations in future tax rates. To level fund the future tax rate impact on homeowners, the increase in CRF savings is necessary.
A conversation followed and the Selectboard discussed the impact of saving an additional $71,000 per year. Town Administrator Patt noted that this would be an additional .52 cents on the local tax rate. He also noted that based on the CRF savings model, the recent efforts by the Selectboard and department to purchase used vehicles and increase maintenance of current vehicles would continue into the foreseeable future.
The Chair outlined an interest in having Greenfield’s Budget Advisory Committee review the Planning Board’s CIP and be ready to discuss during the budget season. The Selectboard then thanked Mr. Paulsen for an excellent presentation.
7:15 PM: Selectboard Work Session
The Selectboard turned to old business and the Consent Agenda. On a motion by the Chair and a second by Selectman Marshall, the Board voted 3-0 to accept the Consent Agenda.
Police Chief Giammarino stopped in to ask the Board if they have any questions about several police department grants that are part of the Consent Agenda. The Chair notes that there is a grant for DWI, STEP and Distracted Driving. There follows a brief discussion on how the grants are used to augment the operating budget of the police department. The grants help put officers on the streets and to pay for the cruisers during the grant patrols. A discussion follows on the departments statistics to date and how the grants help fund some of the statistics overall. The Board asks the Chief to provide a graph of calls over the years 2015, 2016, and 2017. A brief discussion on the police budget follows.
At 7:45 the Chair requests a non-public session under RSA 91-A:3, II a, regarding the hiring process associated with the Police Chief position. On a roll-call vote the Board votes 3-0 to enter into non-public session. At 8:15 the Selectboard votes 3-0 to enter into public session. It was noted that the Selectboard reviewed the recent events as outlined in the Ledger Transcript with the Police Chief and asked if he had a recommendation on how to move forward. The Chief’s recommendation was that the Board should interview the candidates.
After Chief Giammarino took his leave, the Selectboard continued to discuss the recent events. After a lengthy discussion the Chair made a motion to terminate the police chief hiring process. The vote was seconded by Selectman Marshall. After additional discussion the Board voted 2-0 with one abstention to terminate the police chief search process.
A discussion on the 2018 operating budget follows, specifically to outline the impact of additional capital reserve savings. As the preliminary budget is not available the Selectboard tabled the discussion for a future meeting.
A discussion on the upcoming public hearings for the wastewater facility’s user fees, and the emergency responder issues with road names was undertaken. The Board discussed the issues with Gulf Road, and Francestown Road.
Adjournment
The time being 9:25 pm, The Chair moved to adjourn. Selectman Marshall seconded. All were in favor, and the motion carried 3-0. The meeting adjourned at 9:25 PM.
The minutes are final when approved and signed by the Selectboard. A signed copy is on file in the Selectboard’s office.