Selectboard Minutes
Minutes
Town of Greenfield
Greenfield Town Offices, 7 Sawmill Road Greenfield, NH
Selectboard’s Minutes
Thursday, December 13, 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:
Documents List:
- A/P Check Register – 12/12/2018
- Payroll Check Register – 12/14/2018
- A/P Electronic Debit Register – NH Retirement 12/10/2018
- A/P Electronic Debit Register – Intuit 12/10/2018
- Employee Vacation Request - DPW
- Selectboard Minutes – 12/06/2018
- Welfare Letters (1)
Items for Discussion in the Public Session:
1) Wilton Ambulance Contract - Completed
2) Town Report Cover Photo
3) S.R. Jones New Boston Culvert Contract
5:30 PM: Public Forum
At 5:30 pm, Chairman Marshall opened the meeting. It was noted that there were no public in attendance for the public forum.
The Selectboard began working on the Consent Agenda. The Board voted, on a motion by the Chair and a second by Selectwoman Charig Bliss to approve the Consent Agenda. The motion was approved 3-0 in favor.
6:00 PM: Selectboard Work Session
The Selectboard discussed the December holiday schedule. The Selectboard discussed Meeting House rentals and the question of when an event is considered a Town Event (for which the rental fee is waived). A retirement party at the Meeting House was determined to be a Town Event due to the Selectboard having delegated the coordination of the event. A discussion was held on having the Town Office sign off on the Meeting House and Oak Park rentals, rather than placing the rentals on the Selectboard’s agenda. Risk management protocols from the town’s risk pool company were outlined and the Selectboard agreed by consensus to delegate the authority for the rental agreements to the Town Administrator and Office Manager.
The Selectboard discussed Town Report and reviewed cover photos for the report. The Selectboard requested that a picture of the new fire department tanker be the cover photo.
Next the Selectboard reviewed a signed contract from S.R. Jones, prepared by the Town. On a motion by Selectwoman Charig Bliss, and a second by Selectwoman Day, the Board voted 3-0 to accept the signed contract from S.R. Jones, and to further have the Town Administrator sign the contract on behalf of the Selectboard. The Board discussed that the contract documents require that the work be performed when the water table is low and that this was not possible in 2018 due to excessive rain; the Board understands that the work may not happen until 2019. The Board discussed encumbering funds on 12/20/2018, from the DPW Road Maintenance line item in the 2018 budget, for this contract. The Chair requested that this contract be brought back on the agenda for 12/20/2018 for discussions about encumbering funds.
Next the Selectboard reviewed a settlement agreement with NNETC (Fairpoint Communications, now Consolidated Communications). The Selectboard reviewed an email from their attorney indicating that the terms were acceptable. The Selectboard noted that settlement agreement is for the year 2016 and will provide a refund (abatement) to NNETC in the amount of $2,995 for that year’s utility tax. The Selectboard noted that a settlement agreement had been previously signed to cover years 2011 through 2015. On a motion by Selectwoman Charig Bliss and a second by Selectwoman Day, the Board voted 3-0 to enter into a settlement agreement with NNETC for 2016 and to refund $2995 to the utility.
Following the discussion and vote on the settlement, the Selectboard held a discussion covering tax collection receipts, fund balance, and financial planning. The Board reviewed a spreadsheet that provided a view into general fund spending. The Board discussed their interest in receiving reports from the Tax Collector’s office in order for the Board to monitor the percent paid of taxes (collection activity). Selectwoman Charig Bliss stated that she is interested in getting a sense of how the community is doing with the current tax burden from the school. The Chair stated that if the Meeting House preservation study suggests that there is a need to bond project costs, it is necessary to start planning ahead well in advance in order to have the financial data ready for a bond application.
The Selectboard reviewed a proposed lot line adjustment from Meridian Land Services Inc. for the lot line between American Steel and the Greenfield Recycling Center. At the conclusion of the review, the Selectboard, on a motion by Selectwoman Day and a second by Selectwoman Charig Bliss, voted 3-0 to forward the drawing to Raymond Cilley of American Steel for review.
The Selectboard reviewed a NH Department of Environmental Services (NHDES) wetlands permit for the culvert on Dunklee Hill Road. On a motion by Selectwoman Charig Bliss and a second by Selectwoman Day the Board voted in the affirmative to have the Chair sign the wetlands permit and forward it to the Town Clerk’s office.
Selectwoman Day stated that she had had some time to think about a Memorandum of Understanding (MOU) between the town and the Greenfield Covenant Congregational Church and her feeling was that the Selectboard should push to have this completed. The Selectboard was in agreement with Selectwoman Day. The Board agreed by consensus 3-0 to begin the process of drafting an MOU.
7:00PM: Town Administrator Evaluation
At 7:20pm the Selectboard agreed to take up the final process of the Town Administrator’s annual evaluation. On a motion by the Chair and a second by Selectwoman Day, the Board voted 3-0 in a roll call vote to enter into non-public session to discuss the evaluation and the compensation of the Town Administrator. At 8:52pm the Board voted to enter into public session and end the non-public session 3-0. While in the public session, Selectwoman Charig Bliss made a motion to seal the non-public minutes in accordance with 91-A:III to preserve the effectiveness of the Selectboard’s discussion about the evaluation and compensation. Selectwoman Day seconded the motion and the vote passed 3-0.
8:55 PM: Selectboard Work Session Contd.
The Selectboard discussed having a holiday party for staff and elected officials of the town. After a discussion the Board agreed to hold a holiday get-together on January 17th from 4-6pm. The Selectboard finalized the holiday schedule and instructed that the town office be closed on December 24th for the holiday.
Adjournment
At 9:06 pm Selectwoman Day made a motion to adjourn the meeting, the motion was seconded by Selectwoman Charig Bliss, the motion carried 3-0.
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