Selectboard Minutes

Minutes

Town of Greenfield

Greenfield Town Offices, 7 Sawmill Road Greenfield, NH

Selectboard’s Minutes

Monday, February 5, 2018 – 5:30 PM

Selectboard: Chair Margaret A. Charig Bliss, Selectman Stephen Atherton, Selectman Robert Marshall

Staff: Aaron Patt, Town Administrator; Katherine Heck, Treasurer; David Hall, Fire Chief; Michael Borden, FD Captain; David Martin, Emergency Management Director; David Simmons, FD Lieutenant, Doug Batty, FD Grant Coordinator

Public: See List

Documents for Review/Approval

1. A/P Check Register
2. A/P “ACH” Register- NH Retirement
3. Selectboard Minutes
4. Change of Employment Worksheet – Deputy Town Clerk
5. Meeting House Rental Agmt.
6. Welfare

5:30 PM: Public Forum

At 5:30 pm, Chairwoman Charig Bliss opened the meeting. It was noted that there was no one in attendance for the public forum.

At 5:35 the Selectboard began working through the Consent Agenda.

6:30 PM: Public Hearing on the Proposed 2018 Budget

At 6:30 pm the Chair opened the public hearing for the proposed 2018 budget. The Chair made opening remarks to welcome the public attendees to the meeting. At the conclusion of the opening remarks the Chair turned to the 2018 Draft Town Warrant and Selectman Marshall volunteered to read each article. This was accepted by the Chair and Selectman Marshall began reading the warrant articles.

Article #2: To see if the town will vote to approve the purchase of a 2018 Midwest Fire 3000 Fire Department Tanker Truck at a cost of Two Hundred Forty Two Thousand Dollars ($242,000) and to raise and appropriate $121,300 to be put towards the purchase with said funds to come from the Fire/Rescue Apparatus Capital Reserve Fund; with the remaining $120,700 to be payable over a term of Five (5) years, beginning in 2019, with an annual appropriation of $27,000. In each of the following Five (5) years, the appropriation of $27,000 will be included in the operating budget. This article has no effect on taxation in 2018. The Selectmen do not recommend this article. (2/3 Ballot vote required).

A question on Article #2 from Jack Moran from Zephyr Lake Road regarding the tanker was asked. Could the need for the tanker be explained, “what is the back-story on this article” he asked?

-Fire Chief David Hall provided a background to the warrant article and outlined the need for a tanker truck. Chief Hall explained that in rural firefighting a tanker is a necessity because you are “required to bring water to the fire”. Chief Hall outlined that he had reviewed four quotes for tankers, all over $300,000. Then he discovered a stock truck by Midwest Fire, a manufacturer from Wisconsin. Chief Hall explained that on a stock truck the fire department does not have the option to customize the location of certain storage compartments, or other customizable components, but the truck is made up of quality components and all the components are well known. As a result, the cost of a stock truck is significantly lower, at a price point of $238,000. Chief Hall explained that to-date the department has made significant progress purchasing used vehicles; he stated“ used trucks dug us out of a hole but we need to put a new truck in the bay from time to time”.

-Jeff LeCourse, Fire Captain stated that the town of Dublin recently purchased a new tanker for $385,000.

-Paul Renaud asked why the article called for a 2/3rds ballot vote. Town Administrator Patt answered that this is required by RSA 35:15.

-Selectman Marshall explained that while the town has made significant progress in its saving plan using capital reserves, there are not enough funds in the Fire/Apparatus Capital Reserve fund to purchase a fire truck outright. He stated that using the CRF funds with a lease/purchase agreement is a creative way of bridging the gap in our savings.

-George Rainier asked why the language of the warrant article did not include a ‘municipal escape clause’. Town Administrator Patt referred to RSA 35:15 and read aloud the requirements of a capital lease, which includes the prohibition on the use of a municipal escape clause, and a requirement for a separate public hearing. A discussion followed on the difference between a capital lease and an equipment lease with a municipal escape clause.

-Jack Moran asked the Fire Department to explain how we have been dealing with not having a tanker for the past year.

-Chief Hall explained that part of the answer is that Greenfield has been relying on Mutual Aid, but relying on Mutual Aid is a challenge since every town is grappling with a loss of volunteerism.

A discussion followed about the number of pieces of equipment in the firehouse. Chief Hall explained that the town has always had two engines and a tanker.

-Mike Borden stated that in training, firefighters learn that fire doubles every 30 seconds and a response from the fire department to a 911 dispatch call is likely to take 15 minutes and a response to a call by mutual aid from another town is likely to take 30 minutes. Mr. Borden stated that it’s in everyone’s best interest to have the response come from the fire department in town.

-Trustee of Trust Funds Ken Paulsen explained that there was originally earmarked in the Capital Improvements Plan (CIP), $100,000 for a tanker in 2018. The next truck (fire engine) acquisition in the CIP is to come in 2023.

Seeing no further discussion on Article #2, the Chair called for a reading of Article #3.

Article #3: To see if the town will vote to raise and appropriate the sum of Ten Thousand Dollars ($10,000) and place said amount in the existing Assessment Capital Reserve Fund for the reappraisal of all real estate within the municipality every five years as required by RSA 75:8-a.  The Selectmen recommend this article. (Majority vote required).This article has a tax impact (2017 values) of $0.07.

-Resident Marcia Davis asked questions about the assessment process and how many new homes have been built in the past year. Building Inspector Mike Borden stated that 2017 was a busy year with six new homes.

Article #4: To see if the town will vote to raise and appropriate the sum of up to Two Thousand, Five Hundred Dollars ($2,500) 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.

-No discussion.

Article #5: To see if the town will vote to raise and appropriate the sum of Six Thousand Five Hundred Thirty One Dollars ($6,531) as the third of three annual installments, totaling $19,591.92 for the purpose of purchasing a paper compactor at the Recycling Center. This lease-purchase agreement was originally approved in 2016 and contains a municipal escape clause. (Majority vote required). This article has a tax impact (2017 values) of $0.05.

-No discussion.

Article #6: To see if the town will vote to raise and appropriate the sum of One Thousand Dollars ($1,000) and place said amount into the existing Recycling Center Facilities and Equipment Capital Reserve Fund. The Selectmen recommend this article. (Majority vote required). This article has a tax impact (2017 Values) of $0.004.

-Resident Karen Day asked if there were any funds in the budget to paint the recycling center. Buildings & Grounds Manager McQuade answered that there are funds for painting in 2018.

Article #7: To see if the town will vote to raise and appropriate the sum of One Hundred Twelve Thousand, One Hundred Ninety Four Dollars ($112,194) to support the Recycling Center. (Majority vote required). This article has a tax impact (2017 values) of $0.81.

-No discussion.

Article #8: To see if the town will vote to raise and appropriate the sum of Forty Thousand Dollars ($40,000) and place said amount in the existing Fire/Rescue Apparatus Capital Reserve Fund. The Selectmen recommend this article. (Majority vote required). This article has a tax impact (2017 values) of $0.29.

-Selectman Marshall made several remarks about the Capital Improvement Plan and thanked the Planning Board members and Mr. Paulsen for an excellent CIP presentation. Selectman Marshall explained that the Planning Board recommended savings numbers that in some cases were significantly higher than the savings that the Selectboard was recommending on the warrant.

-Selectman Atherton explained that while the Selectboard might agree with the Planning Board’s assessment on the need for additional savings …”someone has to pay the bill, and while we don’t have a lot of savings”…the Selectboard has intended to continue to request the amounts that have been successfully voted in the past few Town Meetings.

-Norman Nickerson, Chair of the Budget Advisory Committee noted that the amounts in the Capital Reserve funds could be increased or decreased on the floor of Town Meeting if people felt strongly about the needs.

Next, Selectman Marshall read Article 9. To see if the town will vote to raise and appropriate the sum of Forty Thousand Dollars ($40,000) and place said amount in the existing Highway Equipment Capital Reserve Fund. The Selectmen recommend this article. (Majority vote required). This article has a tax impact (2017 values) of $0.29.

There followed a short conversation. Jeff LaCourse asked how much the Planning Board was recommending for this article. Answer: $70,000

Article #10: To see if the town will vote to raise and appropriate the sum of Ten Thousand Dollars ($10,000) and place said amount in the existing Police Vehicle Capital Reserve Fund. The Selectmen recommend this article. (Majority vote required). This article has a tax impact (2017 values) of $0.07.

A short conversation followed:

-Kathy Seigars asked how much the Planning Board recommended for this article in their CIP presentation. Answer: $15,000.

-Ken Paulsen provided some background on how the town could expect to purchase the next police cruiser, which should not require another lease purchase but instead would be paid for out of this capital reserve fund.

-Chief Brian Giammarino explained that the department is still making use of the old Crown Victoria, even though they purchased a new vehicle (Ford SUV). When the old Crown Victoria runs into any problems then the department will stop using it. In the meantime, it helps to keep mileage down on the other two vehicles. 

Article #11: To see if the town will vote to raise and appropriate the sum of One Hundred Thirty Four Thousand, Four Hundred Sixty Dollars ($134,460) to support the Fire Department.  (Majority vote required). This article has a tax impact (2017 values) of $0.97.

-Resident Mason Parker asked what Mutual Aid Dispatching provides.

Article #12: To see if the town will vote to raise and appropriate the sum of Seven Thousand, Five Hundred Dollars ($7,500) and place said amount into the existing Fire Department Non-Apparatus Capital Reserve Fund for the purpose of replacing firefighter gear and equipment not associated with the Fire Truck(s)/Apparatus or the Fire Department building. The Selectmen recommend this article. (Majority vote required). This article has a tax impact (2017 Values) of $0.05.

A short discussion followed. Ken Paulsen explained the purpose of this capital reserve fund to Kathy Seigars following her question, which is for turn-out gear, air packs, and similar items.

Article #13: To see if the town will vote to raise and appropriate the sum of Two Hundred Forty Nine Thousand, Nine Hundred Fifty Eight Dollars ($249,958) to support the Police Department. (Majority vote required). This article has a tax impact (2017 values) of $1.80.

-Chief Giammarino outlined that changes to the budget were primarily a result of a new vacation policy instituted by the Selectboard, which allowed for less part-time wages.

Article #14: To see if the town will vote to raise and appropriate the sum of Ten Thousand, Sixty Nine Dollars ($10,069) for the second of four payments on a SUV Lease/Purchase agreement approved in 2017. This lease agreement contains a municipal escape clause. The Selectmen recommend this article. (Majority vote required). This article has a tax impact (2017 values) of $0.07.

-No discussion.

[Note: the lease purchase amount is moved into the Police Department budget in accordance with past practice. This article will not be presented at Town Meeting as worded. The amount of the lease payment will be voted as part of the Police Department overall budget]

Article #15: To see if the town will vote to raise and appropriate the sum of Twenty-Five Thousand Dollars ($25,000) and place said amount in the existing Town Buildings Maintenance Capital Reserve Fund. The Selectmen recommend this article. (Majority vote required). This article has a tax impact (2017 values) of $0.18.

Article #16: To see if the town will vote to raise and appropriate the sum of Nine Hundred Twelve Thousand, Two Hundred Eighty Six Dollars ($912,286) to support the Operation and Maintenance of the Town. (Majority vote required). This article has a tax impact (2017 values) of $6.57.

Article #17: 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 (2017 values) of $0.90.

-It was noted that the 2018 paving project is to start East Road by paving a portion of the road, the remainder to be completed in the future.

Article #18: To see if the town will vote to raise and appropriate the sum of Four Hundred Sixty Four Thousand, Four Hundred Nine Dollars ($464,409) to support the Department of Public Works. (Majority vote required). This article has a tax impact (2017 values) of $3.35.

- Karen Russell asked why the DPW Roads Manager salary was so low. The answer is that the salary is for ¾ of the year. The salary is not a full year.

Article #19: To see if the town will vote to raise and appropriate the sum of One Hundred Twelve Thousand, Two Hundred Sixty Dollars ($112,260) to support the Stephenson Memorial Library (Majority vote required). This article has a tax impact (2017 values) of $0.81.

- There was a brief discussion on the computers at the Library and the need for the sewer line.

Article #20: To see if the town will vote to raise and appropriate Ten Thousand Dollars ($10,000) and place said amount in the existing Library Buildings and Grounds Maintenance Capital Reserve Fund. The Selectmen recommend this article. (Majority vote required). This article has a tax impact of (2017 values) of $0.07.

- Kathy Siegars asked what the CIP recommended amount for this Capital Reserve. Answer $10,000, as presented.

Article #21: To see if the town will vote to raise and appropriate the sum of Thirty Thousand, Seven Hundred Dollars ($30,700) to fund the operation of the Town Clerk’s office. (Majority vote required). This article has a tax impact (2017 values) of $0.22.

- No discussion.

Article #22: 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 Selectmen recommend this article. (Majority vote required). This article has a tax impact (2017 values) of $0.004.

-No discussion.

At 8:07 pm the Chair noting that there were no further questions or discussion on the proposed budget, closed the public portion of the hearing.

At 8:10 pm the Selectboard reviewed warrant article #2. There was a brief discussion on the changes that had come about due to the Department of Revenue’s (DRA) flagging of RSA 35:15, which stipulates that a lease purchase agreement for a capital lease shall not exceed five years. The Administrator explained that on advice from the DRA he had called the leasing company and received an updated quote for the period of time allowed by law. The Selectboard noting that the top line figure had not changed accepted the lease term, and approved the language of the article.

There followed a discussion on Article #2 about the options the Selectboard would have if the article failed. It was noted that the Board was generally in agreement that a tanker would be purchased using Capital Reserve funding. Selectman Atherton voiced concerns regarding the budget in 2018. Revenues are under pressure, he said, and the way that the article is written due to the Department of Revenue requirements, “it looks like we recommend that the town purchase a new truck”. He stated that there have been a number of conversations, including with the fire department members in which there had been agreement that purchasing a used vehicle was also a viable way to go. Selectman Atherton explained that he was afraid that people would just vote the article because of the recommendation clause. Selectman Atherton stated that he would prefer that the residents have a thorough discussion on the merits of purchasing a new tanker and that the choice be theirs, and not be based on the recommendation of the Selectboard. He asked what the effect would be if the article stated that the Selectboard Do Not Recommend the article. There followed a discussion about how the Selectboard should present this warrant article at Town Meeting. Selectman Atherton stated that he wanted to ensure that the residents have a thorough conversation about the article. At the end of the discussion, Selectman Atherton made a motion to not recommend the article. The motion was seconded by Selectman Marshall. The Chair stated that she was not comfortable recommending the article because she did not think that the town could afford a new truck at this time. After further discussion the Chair called the vote and it was 2 in favor of Not Recommending the article with Selectman Marshall voting against the motion. As the vote was 2-1 in favor of the motion, the article will go to the warrant with a recommendation that reads: ”The Selectboard does not recommend this article”.

It was noted that the Public Bond Hearing for a Capital Lease over $100,000 would be held on February 20^th.

There followed some discussion on the developments with the Town Clerk’s office. The office is still being overseen by Tax Collector Kathy Valliere. There has been no communication from Dee Sleeper. The Clerk’s report for Town Report has been created using the previous year as a template. In recent years this has been a financial report without any narrative so its inclusion in the Town Report presents no difficulties.

Adjournment

The time being 9:30 pm, Selectman Marshall moved to adjourn. Selectman Atherton seconded. All were in favor, and the motion carried 3-0. The meeting adjourned at 9:30 PM.

The minutes are final when approved and signed by the Selectboard. A signed copy is on file in the Selectboard’s office.