Selectboard Minutes
Minutes
Town of Greenfield
Greenfield Town Offices, 7 Sawmill Road Greenfield, NH
Selectboard’s Minutes
Thursday, January 31, 2019 – 5:30 PM
Selectboard: Chair Robert Marshall, Selectwoman Karen Day
Staff: Aaron Patt, Town Administrator
Public:
Documents for Review/Approval:
- A/P Check Register – 01/30/2019 & 01/31/2019
- Permanent Property Tax Exemption – Solar Exemption
- Selectboard Minutes – 01/24/2019
- Welfare Vouchers -1
Items for Discussion in the Public Session:
1) 2019 Budget Review
5:30 PM: Public Forum
At 5:30 pm, Chairman Marshall opened the meeting. It was noted that there was no one in attendance for the public forum. The Selectboard began working on the Consent Agenda. The Selectboard voted on a motion by the Chair and a second by Selectwoman Day, 2-0 in favor of the Consent Agenda. The Chair noted that in anticipation of the budget hearing that the Board should work through any discussion items on the agenda. The Chair reviewed the Selectboard mail including a mailing and survey from Southwest Regional Planning. The survey is an age-focused survey in order to better understand the needs of the people in the region. The Selectboard asked that the survey information be uploaded to the website. The Selectboard then reviewed a funding request letter from Cornucopia. The Board noted that the budget was finalized but would look forward to a request again next year.
5:45 PM: Selectboard Work Session
At 5:45pm the Selectboard discussed the draft Town Warrant. The Board reviewed the warrant article to establish a capital reserve fund for the Planning Board Master Plan updates. The Board then discussed the need for training of new Planning Board members. It was noted that there would a number of new Planning Board members as a result of the March elections. The Board noted that the increase to the budget is approximately 1.36%, essentially a flat budget.
6:30 PM: 2019 Budget Hearing
At 6:30pm, Chairman Marshall welcomed people to the public hearing for the 2019 Public Hearing. The Chair made several opening remarks. There is a sign-sheet outside on a clipboard. The Chair reminded everyone to sign in. Next the Chair thanked all of the people involved in creating the budget, the employees and volunteers that work for the town, the Budget Advisory Committee, and the residents and taxpayers that attended the public hearing. He stated that they were gathered together in a common interest to discuss the budget for the ensuing year and the work together in the pursuit of teamwork. At the conclusion of the welcome, Chairman Marshall outlined how the meeting would be run. The Chair will read the warrant and everyone will have a chance to speak. The Chair stated that people with more than one question should please wait until everyone has had a chance to speak before speaking for a second time. Seeing no questions or comments about the rules of the meeting, the Chair opened the hearing for the 2019 budget discussion and began reading the warrant.
Article 2, regarding a Town Forest Maintenance account for the George Proctor Town Forest, was read. Discussion followed. The article was explained by the Town Administrator. The NH Department of Revenue is still working on the language of the article, and the article may need to become two articles; one to set up the maintenance fund, and a second article to allow for expenditures from the fund, which will be offset by a timber harvest. The article was discussed at length and it was decided that the article should be moved to the end and split into two articles. Catherine Shaw suggested including the map and lot number of the town forest for additional clarity. This was well received.
Next the Chair began to read Article 3. Selectwoman Day suggested that an article combining all of the existing capital reserve funds be substituted for eight warrant articles and be read as one. The question was asked of the attendees and there was broad agreement that the warrant articles to fund existing capital reserve funds should be combined. Chairman Marshall read a substitute Article 3, which combines all of the existing warrant articles into one article that totals $118,500. At the conclusion of the reading there was little discussion. It was agreed that when each of the individual warrant articles dealing with existing capital reserve funds were encountered, they could be skipped. The Selectboard would vote the changes at the end of the meeting.
Article 4 was read relative to a Used Oil Collection Grant Assistance Program. There were no comments provided by the public hearing.
Article 5, for the Recycling Center Capital Reserve Fund, is now included in the new article 3.
Article 6 for the Recycling Center operating budget was read. It was noted that the Recycling Center had exceeded its revenue targets. A congratulations to Carol Burgess, Recycling Center Supervisor was provided. No additional discussion was held on this article.
Article 7 to create a Meeting House Improvements Capital Reserve Fund, was explained by the Chair. The fund is the first step in establishing the funding for the improvements that are needed at the Meeting House. The Selectboard is looking forward to the LCHIP assessment and is interested in establishing creative funding opportunities in the way of bonds, grants, and private partnerships to fund the improvements. This capital reserve fund will show that the town has taken thoughtful and considered steps to begin saving for this project. At the conclusion of the overview, the Chair took questions from the attendees. Mary Ann Grant asked a question about LCHIP funding. Karen Russell asked if this article could only be used on the Meeting House. A brief discussion followed comparing this article to the Town Building Maintenance Capital Reserve Fund. It was noted by the Board that the Town Buildings CRF could be used for the Meeting House or other buildings, but the Meeting House Improvements CRF would only be used for the Meeting House.
Articles 8, 9, and 10 were acknowledged as covered by the new article 3 for existing capital reserve funds.
Article 11 for the Fire Department was read. Myron Steere asked a question about the article. The article is $240 greater than the previous year’s budget. He noted that the amount spent was almost $10,000 under last year’s budget. The Town Administrator explained that there were a number of transfers from operating budgets to provide coverage in Welfare, the Town Clerk’s office, and for the Groundskeeper contract. Each of the department budgets is followed by a notation of funds transferred to the other purposes. It was noted that the bottom line of the departmental budget should include the transfers. There was an additional $2,800 in transfers from the Fire Department.
Mason Parker asked a question about the fact that the Fire Chief position is held by the Buildings & Grounds Manager. Town Administrator Patt gave an overview of the Department of Labor position on this question. Karen Russell asked a question to the Fire Chief about his time management for both positions. Myron Steere wanted to know if there was any loss of time, or, work effort due to responding to fire and rescue calls. Chief McQuade provided an overview of the Fire Department’s shift schedule and indicated that this provides a good back-stop to the question. He then explained the breakdown of the call priorities and how he decides to attend a call. A discussion on grants that have been awarded to the Fire Department was taken up. The Chair invited Captain Batty to provide an overview of the NHES Firefighter grant that is going to install an exhaust system at the Fire Department in the truck bays. Captain Batty provided an overview of the grant and the benefits of the system. Next the Chair outlined the Hazardous Mitigation Update Plan grant that Emergency Management was awarded.
Article 12, for the non-apparatus capital reserve fund was acknowledged as having already been covered in article 3.
Article 13, for the Police Department, was read. Rob Wachenfeld asked a question about the aging police cars. Chief Giammarino provided an explanation of the time in service for each of the police vehicles. He acknowledged that he kept the cars “for too long”, but that a new car was due in the next few weeks and the department would have two newer cars. The old cars would be decommissioned and sold off. Chairman Marshall stated that the new car was being paid for completely out of the Police Vehicle capital reserve fund.
Article 14 was acknowledged to be covered with the new article 3.
Article 15 for the Operation and Maintenance of the town was read. Mary Ann Grant asked a question about the ambulance service. The cost savings over the Peterborough contract was explained by the Chair. It was noted by the Chair that Wilton had not missed a call since the beginning of the year. According to the Greenfield firefighters that have attended calls when Wilton was on scene, the service was prompt, courteous and professional. Next the discussion moved to the reduction in the Cemetery department as the Board has moved the Groundskeeper contract entirely within the General Government Buildings department. The increase in the groundskeeper contract was significant again this year, up from $43,000 to $60,000. It was $23,400 prior to last year. A discussion followed regarding the question of whether it’s time to bring the contract in-house. An outline of seasonal part-time employees that can work 40+ hours a week (with overtime) for six month was explained. Several in attendance felt using seasonal part-time might be a good idea. More research, including an analysis of increased capital costs, is necessary.
Article 16, to create a capital reserve fund for the Planning Board Master Plan was discussed. Chairman Marshall explained the issues surrounding the request. In the past, the Planning Board was trying to update the Master Plan on a selective basis, a chapter or two each year, over the course of 5-10 years. Unfortunately the members at the beginning of the process were not the same as those at the end of the updates. Ideally the update would happen with a consultant over the course of one year and the planning board members would become better informed from the experience of working through every chapter. Similar to the Assessment Capital Reserve Fund, where the town saves a portion of the revaluation cost every year, and then pays for the costs in year five, the Master Plan update CRF would allow the town to save each year and then complete the plan update in one year. Following the explanation by the Chair, it was noted that there were no questions from the attendees.
Article 17, a warrant article for road paving in the amount of $125,000 was read. Todd Mason, DPW Road Manager provided an overview of the second phase of East Road, which will require reclamation and a significant number of culverts being replaced.
Article 18, a warrant article for the DPW budget was read. The Selectboard outlined their interest in providing for DPW to use outside contractors. There was a discussion on the need for ditching and tree and brush trimming on scenic and paved roads.
Article 19, a warrant for the operations of the Library was read. There were no questions.
Article 20, an article to fund the existing library maintenance CRF was acknowledged as having been covered by article 3.
Article 21, an article for an awning at the Library, was read. A discussion followed regarding the selection of an awning versus other types of window treatment was held. Katherine Heck asked a question about the selection process. Library Trustee Chairman Bruce Dodge explained that the Trustees looked at a number of options. These included shades and blinds. Neal Brown, Trustee stated that the awning has a 10 year warranty on the motor. He explained that once the trees were removed at the back of the Library, that there is a lot more sunlight entering the building. Library Director Beverly Pietlicki offered to get some of the books that were melted due to the sunlight. Rob Wachenfeld asked if the Trustees had considered window tint. Trustee Chairman Dodge explained that tinting can cause heat build-up in certain types of windows. Kathy Siegars asked why the article wasn’t recommended by the Selectboard. It was noted that only certain types of warrant articles required the recommendation per the NH Department of Revenue.
Article 22, an article for the operation of the Town Clerk’s office was read. Chairman Marshall provided some background to the budget issues in the Town Clerk’s office.
Article 23, an article for the Forest Fire Fighters’ Expendable Trust Fund was read. There were no questions.
At the end of the reading, Katherine Heck, Treasurer suggested that there be a non-monetary article for the ability of investment fees charged by the company that the Trustee of Trust Funds used for its CRF accounts to be taken from the interest income of the funds rather than out of the operating budget. This has the benefit of not having trust fund (held by the Trustees of Trust Funds) fees paid out of the operating budget, which is held by the Treasurer. After a brief discussion the attendees were in agreement.
Chairman Marshall closed the public hearing and invited anyone with questions regarding the School Budget to discuss these with Mr. Steere, the Chairman of the School Board.
8:15 PM: Selectboard Work Session
The Selectboard discussed the suggested warrant changes. The Board agreed to keep the new article combining all of the existing capital reserve fund articles into one. The Board discussed the Town Forest Maintenance fund article and agreed to make that into two articles and move them to the end of the warrant. The Board reached a consensus to include the non-monetary article for the investment fee payments from CRF funds.
At 9:03 the Selectboard concluded discussion on the 2019 warrant changes.
There followed a discussion about the February/ March Spirit. The Selectboard needs an article for the front page.
Adjournment
At 9:15 pm Selectwoman Day made a motion to adjourn the meeting, the motion was seconded by the Chair, the motion carried 2-0.