Selectboard Minutes
Minutes
Town of Greenfield
Greenfield Town Offices, 7 Sawmill Road Greenfield, NH
Selectboard’s Minutes
Tuesday, November 21, 2017 – 5:30 PM
Selectboard: Chair Margaret A. Charig Bliss, Selectman Stephen Atherton, Selectman Robert Marshall
Staff: Aaron Patt, Town Administrator;
Public:
Documents for Review/Approval
- A/P Check Register - 11/16/2017 & 11/22/2017
- Abatement(s) – R3-46 & R7-4
- Minutes of Selectboard Meeting -11/14/2017
- Notice of Intent to Cut – R3-30
- Meeting House Rental(s) – (2)
Other Items:
1) Senior Holiday Dinner – Change of location
2) Eversource Pole Licenses (3) with email from Attorney Serge
5:30 PM: Public Forum
At 5:35 pm Chairwoman Charig Bliss opened the meeting. The Chair noted that there was no public at the public forum session.
The Selectboard began working through the Consent Agenda. The Selectboard voted on the Consent Agenda 2-0 in favor.
5:45 PM: Carol Burgess, Recycling Center Supervisor
At 5:45 pm, Carol Burgess, Recycling Center Supervisor came before the Selectboard to present the Recycling Center’s 2018 proposed budget. The Selectboard reviewed the proposed budget and then discussed several aspects of the budget with Supervisor Burgess.
The Selectboard discussed the line item cost for heating the building. The first item of discussion was the use of the Used Oil Fuel Furnace. Supervisor Burgess explained that the furnace is designed to use used-oil products provided by businesses and residents. The furnace is specialized to burn this type of fuel product. The furnace can burn a mixture of used and new but when it burns a mix, it’s not as efficient. The furnace requires annual cleaning, which is more expensive than a residential unit, due in part to the use of used oil products. The oil furnace cleaning has been covered by the Used Oil Grant program in past years, which has helped keep the cost of servicing the furnace to a minimum, to the taxpayers.
The Selectboard reviewed the cost of solid waste hauling. Supervisor Burgess said that the five year contract will keep the cost for the solid waste hauling relatively stable.
Supervisor Burgess discussed part-time wages for 2018. There is still a position open for an on-call person.
Selectman Marshall asked a question about the need for storage. The Selectboard and Supervisor Burgess discussed whether the center would benefit from storage containers, which would allow the center to better stockpile bales of recyclables. The Recycling Center has completed a zero handling initiative that has resulted in an efficient materials baling program. Instead of stockpiling loose recyclables, and engaging in labor intensive sorting, there is now a baler in place for each type of recyclable, which allows the staff to put recyclables directly into a baler. The baler will then crush the recyclables, which results in a completed bale that goes directly into storage to await transport for sale.
At the end of the meeting the Selectboard thanked Supervisor Burgess for her hard work.
6:30 PM: Todd Mason, Interim DPW Roads Manager
At 6:25 pm the Selectboard welcomed the Todd Mason, Interim DPW Roads Manager to the meeting. Interim DPW Manager Mason provided the Selectboard with a proposed budget for 2018. The total budget number is very close to the totals for 2017. Some of the line items have been re-evaluated and some of the line items have been adjusted.
After a brief review the Selectboard discussed the amount budgeted for Sealing and Tarring of the paved roads. DPW Manager Mason explained that this is a very good practice and he is interested in ensuring that it’s done on a yearly basis. Mr. Mason explained that the most effective sealing requires preparatory work by the contractor and he planned on ensuring that the contractor chosen completes the preparation completely. Otherwise, he said, the sealing can peel right off the road.
The Selectboard asked about the need for the wetlands engineer and DPW Manager Mason explained that East Road does not have the requirements that Russell Station Road had with respect to the culvert replacement. Mr. Mason explained that the work could be done by the crew without engineering studies. The culverts are all covered by the culvert replacement licenses that DPW holds from the NH Department of Environmental Services.
The Selectboard asked about the winter maintenance line item. The expenses this year will not occur to the same degree next year because the cutting edges for the plows and some of the other items purchased this year are high endurance items that don’t require replacement every year.
The Selectboard then asked about the Vehicle Equipment and Repairs line item. Mr. Mason explained that the equipment is in good condition, but as it ages it requires more attention and as a result this line item needs to be increased. The expenses in this line for the year to date are approximately 150% of the budget. Mr. Mason explained that he has increased the line item from $20,000 a year to $28,000, in part by reducing other lines. He explained that this ‘just makes sense”. Mr. Mason explained that although he inherited the budget mid-year, based on his experience working in Greenfield, he doesn’t see the need to increase the overall budget, but he has made several changes to the line items –rearranging the funds to better fit the town’s circumstances.
Finally the Selectboard and Mr. Mason discussed the need for a paving warrant article on East Road in 2018. The Selectboard also reviewed quotes on a Ford F550 truck with dump body, plow and hydraulic fit-up. Mr. Mason explained that this was probably the best use of the SB38 funds that were provided to the town, unless the Selectboard decides to put this money toward paving. The F550 is due to be replaced in 2018 according to the Planning Board’s Capital Improvement Plan. So rather than use taxation to purchase the vehicle, the SB38 funding could be used for this DPW vehicle.
The Selectboard thanked Interim DPW Manager Mason for his hard work on the budget.
7:00 PM: Resident, Cathy Chamberlain
At 7:10 pm the Selectboard met with resident, Cathy Chamberlain. Mrs. Chamberlain asked the Board to consider a non-public meeting. After a brief discussion, the Chair made a motion to enter into non-public session under RSA 91-A:3 II,c Reputation. Selectman Marshal seconded the motion. On a roll call vote the Board voted 3-0 to enter into non-public session.
At 7:35 pm the Selectboard voted to enter public session. While in public session the Board voted on a motion by the Chair and a second by Selectman Marshal to seal the minutes. The motion passed on a vote of 3-0.
7:00 PM: Selectboard Work Session
Town Administrator Patt noted that he would be on vacation during the last week of the month of November. The Board discussed meeting on November 28th. It was decided that the Board would discuss the Town Administrator’s performance in advance of the annual performance evaluation.
Next, Town Administrator Patt outlined a recent issue that had been brought to the attention of the Town Office. A resident in town had applied for an elderly exemption and a veteran exemption. At about the same time a family member advised that the resident was living in another State. As a result the application was denied by the Selectboard. Since that time the resident has provided a copy of their driver’s license showing their residence in the State of New Hampshire, in Greenfield. After some discussion the Selectboard asked the Administrator to draw up an attestation form for the resident to sign and confirm her residency in town. She can then resubmit her application.
Selectman Marshall asked the Chair if he could review several items and discuss them with the Selectboard. These are:
1) Whether or not the town has a sunshine fund, and the uses of such a fund.
2) Whether the Selectboard should have a discretionary line item in the budget
3) Whether the Selectboard should meet with the Fire Chief and the EMD since the public hearing on Road Names
4) Whether the Selectboard should establish a policy on private road signage
The Selectboard discussed these items and determined that more information was needed regarding a sunshine fund; that the Selectboard is in favor of a line item in the budget for discretionary uses; the Selectboard should discuss the road name issue again the Fire Chief; and finally, that the Selectboard should contact NHMA legal about the use of East/West designations on town roads.
Adjournment
The time being 8:35 pm, The Chair moved to adjourn. Selectman Marshall seconded. All were in favor, and the motion carried 3-0. The meeting adjourned at 8:35 PM.
The minutes are final when approved and signed by the Selectboard. A signed copy is on file in the Selectboard’s office.