Selectboard Minutes

Minutes

Town of Greenfield

Greenfield Town Offices, 7 Sawmill Road Greenfield, NH

Selectboard’s Minutes

Thursday, May 03, 2018 – 5:30 PM

Selectboard: Chair Robert Marshall, Selectwoman Margaret A. Charig Bliss, Selectwoman Karen Day 

Staff: Aaron Patt, Town Administrator;

Public:

Documents for Review/Approval:

1. Payroll Register – May 4, 2018
2. Abatement R7-1
3. Memorial Day Wreath Order
4. Request for Payment Form
5. Change of Employment Worksheet
6. Transfer from Conservation Fund to General Fund request
7. Project Proposal – Proctor Recreation Area
8. Minutes of Selectboard Meeting
9. Meeting House Rental 5/4/2018
10. Welfare

5:30 PM: Public Session

At 5:30 pm, Chairman Marshall opened the meeting.  There were no public in attendance.

The Selectboard received a request for clarification on the GIVer’s wreath for Memorial Day services.

The Selectboard reviewed the Consent Agenda items. It was noted that there were questions about Consent Agenda items. The Board agreed to discuss these items in their work session.

5:45 PM: Selectboard Work Session

The Selectboard reviewed Consent Agenda items prior to Old Business items. The first agenda item is a project worksheet proposal received from the Sportsmen’s Club. The Board reviewed the project proposal and provided conditions and notations on the worksheet for the club members. The Board discussed notification of the ConComm and agreed to send notification to the ConComm of the club’s interest in replacing gravel, which was eroded over the winter, over the top of a culvert at the George Proctor Recreation area. The project worksheet was approved and signed.

Next the Selectboard moved to Old Business items. The Selectboard discussed purchasing a Fire Department tanker based on discussions with the Treasurer. The Selectboard heard a report from the Administrator that the Superintendent of the ConVal School System, SAU#1, had called to discussed a recent article in the Leger Transcript regarding the town of Greenfield’s interest in purchasing a public safety vehicle. The conversation related to the town’s cash flow discussion with the Treasurer at a recent meeting.

Selectwoman Karen Day provided an email from Fire Chief David Hall, received from Midwest Fire Co. The email outlined tanker build dates. The latest build date available in 2018 is 11/13/2018. The email indicated that Midwest Fire would prefer to put the Town of Greenfield into the November build slot due to the possibility that the company would have to hold the vehicle (for a December 1^st delivery). The Selectboard discussed and agreed that this build slot met the suggestion of the Treasurer to have the delivery as close to tax season as possible. The Board discussed the potential of having the delivery date on December 1st, when the town would have tax revenue. At the conclusion of the discussion, Selectwoman Day made a motion to authorize the Town Administrator to negotiate the purchase and sale agreement targeting the company’s 11/13/2018 build slot, with delivery for December 1^st, 2018. Selectwoman Charig Bliss seconded the motion. The motion passed on a vote of 3-0 in favor.

The next item on Old Business is a mileage policy that has been under discussion since January. The Board discussed the requirements of the IRS regarding mileage allowances, which are outlined in IRS section 62(c), section 1.62-2, as related by staff attorneys at NHMA in 2015, and again in a 2018 email, which provided the IRS guidelines for Government Entities – Public Employer’s Toolkit, Publication 963 for local governments. The Selectboard has previously discussed the ‘qualified nonpersonal use vehicle’ exemption, which includes clearly marked police, fire, or public safety officer vehicles. Vehicles used under this exemption are not classified as a benefit for the employee. The Selectboard agreed that the Board does not intend to increase the number of nonpersonal use vehicles but instead are discussing a public safety allowance, which could be applied to public safety workers in Greenfield. This includes DPW Managers, Police Chief, Fire Chief, Health Officer and the Emergency Management Director in times of an emergency. A public safety allowance for mileage is taxable according to the IRS and allowance would be set for each department after review by the Selectboard. The Board is currently looking at mileage for the Fire Chief. A $50.00 per month allowance for local mileage is contemplated. The Board is of a consensus to move ahead with the allowance plan.

Next the Board discussed the upcoming May 10^th Selectboard meeting. The Board would like to meet with Fire Chief David Hall to discuss the delivery of the Midwest Fire tanker.

At 6:30pm the Selectboard’s discussion ran over the scheduled non-public session time. At 7:02 The Chair made a motion under RSA 91-A:3 II a, c, to enter into non-public session. On a roll call vote the Selectboard entered non-public session on a vote of 3-0 in favor. At 7:04 pm the Selectboard voted 3-0 to exit non-public session. While in the public session, Selectwoman Charig Bliss made a motion to seal the minutes. The motion was seconded by Selectwoman Day. The motion passed 3-0 in favor.

The Selectboard discussed the services provided by the Town Administrator as a Justice of the Peace. Currently the services are provided for the Selectboard when deeds and other legal documents are prepared. The services are also provided to the Police Department for complaints and arrest warrants. A discussion followed regarding whether the arrangement is problematic for residents that have issues with both the town and the police department. The Board determined that the services would be restricted to the Town Office and they would advise the Police Department of this decision.

The Chair asked that updated pricing for light poles matching those around the Meeting House sidewalks be obtained.

Selectwoman Charig Bliss asked to have an update on the question of the town’s Buildings & Grounds Department purchasing a Kubota tractor to clear snow on the sidewalks and potentially provide mowing at Oak Park in the summer. She asked for a meeting to go over the groundskeeper’s revised payment schedule. Selectwoman Day stated that she would like to meet with all of the Department Heads to discuss where to find the funds for the 2018 Groundskeeper Contract, which was more than the amount voted at Town Meeting. Selectwoman Day indicated that she would like to meet with Buildings & Grounds, DPW Roads, Recycling, the Library, Police, and Fire department. The Chair pointed out that the Library is separate under RSA and the Board should respect that division. The Selectboard discussed having the meeting on a separate day at a lunch time, rather than during the regular board meetings. The Board requested that a lunch meeting with Department Heads on May 15^th be scheduled.

The Selectboard discussed the Town Clerk budget through the May 4^th payroll. The additional funds in the Deputy Wages line item have been exhausted with 18 pay periods still to go in the year. The Clerk is still out and there has been no indication of when she will return. The Board requested that an email be sent to the Clerk requesting a projected time frame for her return so that the temporary agents can arrange their schedules during the weeks, or, months ahead. The Selectboard indicated that if there is no response the Board will have to move ahead with other plans. It was noted that there has been almost no communication to the Town of Greenfield by the Clerk other than requests for her salary.

A discussion on the Wastewater System property was held. It was noted that a tree needed to be cleared by DPW. A discussion of solar panel installations on the corner of the property that does not have underground wastewater facilities was taken up. A map of the lot was examined.

Next, Selectwoman Day discussed the equalization of the town’s valuation by the DRA. A discussion on the DRA equalization as it relates to Payment in Lieu of Taxes was held. At the conclusion of a lengthy explanation, the Board requested that equalization documents be provided to the Selectboard for review.

It was noted that the Selectboard is holding an informational meeting at 7PM on May 10^th to discuss Dodge and Gulf Road names.

Adjournment

The time being 9:05, Chairman Marshall motioned to adjourn; Selectwoman Charig Bliss seconded and the vote was unanimous 3-0.

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