Selectboard Minutes

Meeting date: 
Tuesday, February 27, 2018

Minutes

Town of Greenfield

Greenfield Town Offices, 7 Sawmill Road Greenfield, NH

Selectboard’s Minutes

Tuesday, February 27, 2018 – 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

 

  1. A/P Check Register – 2/28/2018
  2. Employee Vacation Request
  3. Minutes of Selectboard Meeting – 2/20/2018
  4. Land Use Change Tax – R9-73 corr.
  5. Welfare

5:30 PM: Public Forum

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

At 5:32 the Selectboard began working through the Consent Agenda.

5:45 PM: Todd Mason, Interim DPW Road Manager

At 5:45 pm the Chair welcomed Interim DPW Road Manager Todd Mason to the meeting.

Mr. Mason discussed a stone culvert on Dunklee Hill Road. In April of 2017, Earl Sanford of Sanford Engineering provided a letter to the Board outlining the condition of the culvert. In that document the culvert was reported by Sanford to have failed. Mr. Mason stated that the culvert is a stone box culvert. He said that some of the culverts are considered historic, and there may be a need for permitting, not only from NHDES but also from the state historic preservation program. A copy of the letter to the Selectboard from April 5th, 2017 was reviewed. The Selectboard asked that Mr. Mason follow-up with the State and then provide a recommendation to the Board on how best to move forward with the culvert replacement. A discussion on culvert replacement licenses held by DPW followed. Selectman Marshall asked if the Conservation Commission should be contacted as the site abuts wetlands. The Chair stated that the Conservation Commission should be invited to a meeting when Interim DPW Manager Mason has more detail. Mr. Mason stated that he would contact Sanford Engineering and the Department of Environmental Services to determine how best to move forward with the stone culvert.

Next Mr. Mason discussed projects in 2018; providing an overview of tasks such as ditching, paving, replacement of culverts, brush trimming and certain training programs that he hopes to promote. Mr. Mason outlined the vacation schedule of the department. He noted that two of the employees would be on vacation at the beginning and the end of April. He discussed mud season, which is coming with the warmer weather. Lastly, Mr. Mason asked if the Board had a timeline for a decision on their next steps with the DPW Manager position. There followed a brief discussion on the timing of the decision, and the Board agreed to take this up later in the evening and provide a time frame for the decision. Mr. Mason thanked the Board for their time.

6:15 PM: Selectboard Work Session

At 6:15 pm the Selectboard resumed working through the Consent Agenda. After completing the consent agenda items, the Chair asked for input on the question of the DPW Manager position. Selectman Marshall outlined his interest in having a good process. He stated that the position should be posted so that the town can have the best opportunity to hire a DPW manager with the best qualifications. Selectman Atherton reviewed the reason that the Board had originally decided to wait until after Town Meeting, which was to ensure that there was a budget in place so that the Selectboard could decide whether to hire a fourth person for the highway crew. He said that the Board had intended to decide whether to hire a new manager from the outside, or, in the case of hiring a manager from within, a new employee at the equipment-operator level. It was noted by Selectman Marshall that when the Board constructed the 2018 budget it did not include funding for a fourth position. The Board discussed this fact and acknowledged that the original reason for waiting until after Town Meeting to make a decision was no longer required.

The Selectboard discussed whether or not to wait until after DPW vacations are completed in April to make a decision. Selectman Marshall stated that following a process takes time. He said that ‘the real decision is whether we are going to go through a process or not’. Selectman Atherton said that he couldn’t help but think about the fire department vacancy, which was filled by Chief Hall. He further explained that the position was a temporary position that turned into a permanent appointment. He stated there are a lot of parallels with this DPW position. “It doesn’t mean we have to throw process out the window”, but, he noted that the DPW position has been a “revolving door” during his tenure. Selectman Atherton concluded that even if the board could hire the best person ‘on paper’, that person would still need to ‘learn Greenfield’. Selectman Marshall stated that he doesn’t disagree with the points that Selectman Atherton has made but that he wants to avoid the perception that there are ‘wheels and deals’ happening. He stated that he was determined to do ‘the best that I can do’, and without a clean process he said he doesn’t feel that he will be able to do his best for the town.

The Chair reviewed the DPW manager process to date and commented that the Board had had a very good process during the police chief search and the process was still derailed. Selectman Atherton said that he felt that the Board should look at going with its gut approach, which he felt was valid too. Selectman Marshall stated that the Board should decide on whether to go through a complete process. He suggested that a board member make a motion and move the question. The Chair agreed and made a motion to suspend the hiring process. At this point the Board was joined by Police Chief Giammarino. Chief Giammarino asked for an audience with the Board. The Board agreed to suspend deliberations and table the motion.

Non-Public Session with Police Chief Giammarino

Chief Giammarino came before the Board and apologized for interrupting the discussion. Chief Giammarino stated that he would like to provide an update to the Selectboard on an ongoing time-sensitive investigation and said that the details require a non-public meeting. After some discussion by the Board, the Chair made a motion to enter into non-public session under RSA 91-A:II c and i. The motion was seconded by Selectman Marshall. On a roll call vote the Selectboard voted 3-0 to enter non-public session at 7:03 pm. At 7:25 pm the Board voted to enter into public session. It was noted that in addition to the investigation, a separate discussion was held that involved a training exercise for ‘active shooter’ at the local elementary school, which included maps, and a binder of materials that is updated regularly by the department. The training exercise was not related to the investigation. The Chair made a motion to seal the minutes, the motion was seconded by Selectman Marshall. On a vote of 3-0 the minutes were sealed.

DPW Road Manager –Schedule for Vote

The Selectboard resumed its discussion on the DPW Road Manager position. Selectman Marshall stated that we have one week before the elections and that the Board may change after the elections. The Chair took up the motion that was tabled. The Chair amended the wording

“to suspend the process of recruiting a DPW Manager and to take up a vote on March 6th to promote Todd Mason to full-time DPW Manager based on his eight month tenure as interim DPW Manager”. Selectman Marshall seconded the motion. There was no discussion and the Chair called the vote. The Chair and Selectman Atherton voted for the motion, and Selectman Marshall stated that he was going to vote against the motion in favor of having a process. Selectman Atherton stated that the vote will eliminate paperwork and time. The result of the vote is in favor (2-1) and the DPW position will be voted on March 6th during the Selectboard meeting.

The Chair instructed the Town Administrator to bring forth Mr. Mason’s resume for the Tuesday March 6th meeting. After some discussion the Board also requested a review of the salary schedule and the hourly wages to date of Mr. Mason and past DPW managers.

Recycling Center Survey Vote

The Selectboard took up a discussion of the Recycling Center survey. Quotes have been received from Meridian Land Services ($3,750), Fieldstone Land Consultants ($3,925) and New England Forestry Services ($3,900). The Selectboard reviewed the quotes and noted that Meridian was the low bidder and would provide the most documentation as part of the work product. Selectman Marshall made a motion to award the survey to Meridian Land Services contingent on the company providing the quoted amount as a not-to-exceed number. The Chair seconded the motion. The motion passed on a 3-0 vote and the Town Administrator was instructed to ask for a confirmation that Meridian will provide the service at a price not to exceed $3,750.

Mileage Policy Vote

Next the Selectboard took up a discussion on the mileage policy that they have been crafting. After a review of the draft document, the Selectboard discussed whether to use a 60 day window, as provided by the IRS, for employees to turn in mileage reports, or to require a shorter time frame. After some discussion the Board agreed that mileage reports shall be turned in by 30 days from the event, or when the mileage was incurred.

Selectman Atherton made a motion to accept the mileage policy as edited (with 30 days submission required), with the stipulation that the Board will review job descriptions and then meet with department heads to review their job descriptions for circumstances in which the requirements of the position require exceptions to the policy. The Chair seconded the motion and the motion passed on a vote of 3-0

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.