Selectboard Minutes
Minutes
Town of Greenfield
Greenfield Town Offices, 7 Sawmill Road Greenfield, NH
Selectboard’s Minutes
Thursday, January 24, 2019 – 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:
- A/P Check Register – 01/24/2019
- Payroll Register – 01/25/2019
- Selectboard Minutes – 01/17/2019
- Welfare Vouchers
Items for Discussion in the Public Session:
1) 2019 Budget Review
2) Solar Exemption Applications (5)
5:30 PM: Public Forum
At 5:30 pm, Chairman Marshall opened the meeting. Katherine Heck, Treasurer asked to speak during the public forum to make a correction to a financial report provided at the end of 2018. Seeing that there were no other members of the public present, the Chair asked Ms. Heck to continue. Ms. Heck explained that the previous report on the health of the Wastewater Enterprise Account was based on the accounting through the middle of December. After the year ended, it was noted that at the end of the month several more expenses were recorded (two pumps and labor for the swap, repair, and installation of an effluent pump). The additional expenses pushed the enterprise account to its lowest point to date, and, the difference in the expense vs. revenue was the worst on record. Even with the 2018 increase of 5% in the user rates, the wastewater account is depleting much quicker than originally anticipated. The Treasurer advised that the Selectboard should review the billing and vote on another increase, as outlined to the users during the public hearing in 2017. The Chair thanked Treasurer Heck for bringing the issue forward.
The Selectboard began working on the Consent Agenda.
5:45 PM: Police Chief, Brian Giammarino
The Chair welcomed Police Chief Giammarino to the meeting. Chief Giammarino explained that he had received the Selectboard’s proposed budget changes to the Police Department budget. Chief Giammarino explained that he had researched the fuel budget (vehicle gasoline) over the past five years and supported the Board’s recommendation for a lower amount in that line item. Next, the Chief explained that he was concerned about the lowering of the department’s Vehicle Repairs & Maintenance line item. Chief Giammarino explained that although the department has ordered a new vehicle (and will have two new vehicles in 2019), and the cruiser is expected in the next few weeks, the first thing the car will need is winter tires. Chief Giammarino provided quotes for new winter tires and explained that with the funding left after purchase of tires, the Vehicle Repair & Maintenance line will be significantly depleted. A discussion followed. At the end of the discussion, the Selectboard proposed a separate line to track vehicle equipment purchases, rather than combining them under the repair and maintenance line item. The Chief stated he would support having a separate line for vehicle equipment tracking. The Chief then explained that he was on the fence about the amount of the proposed funding of the department’s overtime line item. A discussion followed in which the Chief asked the Selectboard to consider funding the line item at the 2018 amount (a difference of $1000, from the Board’s proposed $3000 back to $4000). The Selectboard thanked the Chief for his participation in the budget process and promised to discuss the overtime and equipment line item later in the evening.
The Selectboard continued working on the Consent Agenda. At the conclusion of the review and signatures, 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.
Next the Selectboard took up a conversation about the Police Department budget. The Selectboard agreed by consensus that they would include a new line item in the amount of $1,500 for Department/Vehicle Equipment in order to track purchases of tires and other vehicle equipment separate from repairs and maintenance work, which was considered routine. On the question of the Overtime line item, the Selectboard discussed the line item and agreed to leave the Overtime line item at $3000 for 2019.
Next the Selectboard heard from the Town Administrator that the new owner of the Greenfield Meeting Place was interested in looking at partnering with the town to install a solar system that would help offset electrical costs to the Town’s facilities including the Wastewater Plant. The reason that the new owner was suggesting the partnership was due to a concern that the wastewater billing for the restaurant was considerably higher than preferable when trying to attract and keep a restaurant. The Selectboard discussed the question and agreed that they were interested in meeting with the new owner and offered time during meetings in February, depending on scheduling.
6:00 PM: Stephenson Memorial Library Trustees
At 6:40pm the Selectboard welcomed the Trustees of the Library and Library Director Beverly Pietlicki. Library Trustee Chair Bruce Dodge provided opening remarks. The Trustees are in attendance to ask the Selectboard to support a warrant article for an awning on the outside of the building that will shield the Children’s section from solar gain. The floor to ceiling windows in that area have generated so much heat that some of the book bindings were ruined. The solar gain causes temperature increases that make it difficult for the AC window units to cool the building. The Trustees have gathered three bids for the awning.
The Selectboard and the Trustees discussed the use of an awning versus other window treatments (blinds, curtains, tinting, slats) at length. The Trustees stated that they came to the conclusion that a motorized awning that can be activated with a remote control, and, which has sensors that will retract when wind gusts are severe, is the best solution for the library. A discussion followed on these potential solutions. At the conclusion of the discussion, Selectboard Chair Marshall explained that he was of the mind that the conversation should be held between the Trustees and the voters on the floor of Town Meeting. Selectwoman Charig Bliss stated that she too wanted to be neutral as far as the request by the Trustees, and agreed that the question of an awning should be up to the voters. At the conclusion of the discussion the Selectboard agreed to advance the warrant article for an awning, in the amount of $5200, to Town Meeting. The meeting ended at 6:58pm.
7:00 PM: Selectboard Work Session
The Selectboard discussed a request by the Planning Board for the creation of a capital reserve fund in the amount of $6000 to cover costs associated with Master Plan updates, which are required every 10 years by RSA. The Chair explained that the Planning Board has been trying to update the Master Plan section-by-section over a period of years in order to minimize costs. The problem becomes that people leave the board and the plan doesn’t have the attention it needs. The solution is to have an outside party complete the update in one year. The board will have an active role in its completion with the benefit that everyone learns about the process from start to finish, which will help inform the larger planning board process. Chairman Marshall said that having had the experience of trying to update the plan in pieces has shown him that having a capital reserve fund will result in a much better process for Greenfield. Saving money into a capital reserve fund will allow the town to save for the update similar to the way that it saves for an assessment revaluation. That model is well established and voters understand that putting a smaller amount into savings every year is easier than trying to pay for the entire cost all in one year. The cost for an all inclusive Master Plan update is $25,000-$30,000. The Selectboard discussed the request at length and then decided to bring the warrant article to Town Meeting for the voters to decide.
7:30PM: Michael Goen, Resident
At 7:30pm the Chair welcomed Mike Goen to the meeting. Mr. Goen provided an overview of a water issue that he is having, which is affecting his leach field. The issue is a result of run-off water that is coming from an adjoining property. Mr. Goen explained the issue in detail and provided numerous photos of the water crossing the adjacent property directly to his leach field. Mr. Goen explained that prior to the construction of a house on the property next to his, and the cutting in of a driveway to the house, water was never an issue. Mr. Goen has concerns about the process for the property when it was permitted and regarding the granting of a driveway permit. He has spoken to Building Inspector Mike Borden but is not satisfied with the results of the conversation. Mr. Goen also feels that the problem is exacerbated by water coming downhill on the town’s road and feeding into the new driveway. At the end of the discussion, Selectboard Chair and the Town Administrator agreed to meet with the DPW Road Manager on location the next day to look at the town road.
8:00 PM: Selectboard Work Session (contd)
The Selectboard discussed the 2019 Groundskeeper contract and the increases in the cost from $43,000 to $60,000 (including the wastewater plant). The Board discussed the possibility of an extended conversation about the contract at Town Meeting. The Selectboard concluded that this was an important discussion that voters need to be a part of in order to determine how to move forward in 2020.
Next the Selectwoman Day outlined that the Spirit deadline was coming up quickly. The Selectboard needed to put together an article for the front page. A question regarding the business listing was pursued. The Selectboard discussed putting a link on the town website for the business listing. Selectwoman Day suggested that the Board look at removing the listing from the Spirit if the listing could be found online. This would have the advantage of freeing up two pages for other content.
Next the Selectboard discussed the 2019 budget. There are several items that have been added or updated during the evening. The Selectboard updated the list of changes and then discussed the capital reserve fund warrant articles. At the conclusion of the discussion the Selectboard agreed to put forth a warrant to create a new Meeting House Improvements warrant article and to fund it with $25,000 in order to jump start saving for improvements to the building, and/or to have matching grant funding available if the town were to apply for another LCHIP grant. The Board decided to reduce the Town Building Maintenance CRF to $5000. This resulted in no net change to the overall budget as there had been $30,000 earmarked for the Town Buildings CRF.
Next the Selectboard reviewed several items in past minutes. These included the trail and bridge to the elementary school, the question of scanning of town records, the budget for lifeguards, and the question of tracking old business on the selectboard agenda.
Lastly, the Selectboard reviewed the Lot Line Adjustment proposal from Meridian. At the conclusion of the review and discussion the Selectboard voted on a motion by the Chair and a second by Selectwoman Charig Bliss to authorize sending the lot-line adjustment application to the Planning Board on January 28th, and to authorize the Town Administrator to sign the application as an agent to the Selectboard. The motion passed 3-0 in favor.
Adjournment
At 9:10 pm Selectwoman Charig Bliss made a motion to adjourn the meeting, the motion was seconded by Selectwoman Day, the motion carried 3-0.