Selectboard Minutes
Minutes
Town of Greenfield
Greenfield Town Offices, 7 Sawmill Road Greenfield, NH
Selectboard’s Minutes
Thursday, June 13, 2019 – 5:30 PM
Selectboard: Chair Margaret A. Charig Bliss, Selectman Robert Marshall, Selectwoman Karen Day
Staff: Aaron Patt, Town Administrator;
Public:
Documents for Review/Approval:
- Payroll Check Register – 06/14/2019
- Abatement – Elderly Deferral R1-22
- Seasonal Part-Time Re-hire Worksheets (2)
- Oak Park Rental
- Selectboard Minutes – 06/06/2019
- Welfare Voucher – (1)
Items for Discussion in the Public Session:
1. Class VI Road Policy - Draft
2. RSA 79-E Application
3. Town Administrator Contract Renewal
5:30 PM: Public Forum
At 5:30 pm, Chairwoman Charig Bliss opened the meeting. The Chair noted that Stephanie Babb was present. Selectwoman Day stated that Ms. Babb is in training to take over Music on the Common. Selectwoman Day has been coordinating the recreation events for many years and is planning to step down as coordinator. There followed a discussion about Music on the Common (MOC) and the bands that play at the Meeting House. Ms. Babb is interested in creating a Facebook page for MOC. A brief discussion followed regarding Facebook and the fund raising that is needed to keep the program going. Selectwoman Day stated that Music on the Common will have its 10 year anniversary next year.
Next, the Chair recognized Katherine Heck. Ms. Heck stated that she was recently made aware that the Stephenson Memorial Library Trustees are in discussions with professional grant writers about a project to change the entrance on the new building portion of the Stephenson library (where the handicap ramp is located). Selectman Marshall explained that in a recent meeting that he attended, which include members of the Friends of the Meeting House, it was his impression that the Library and others are exploring the use of grant writers, but does not have plans in place to begin work this year. Ms. Heck stated that a change to the building would need to be approved by Town Meeting. Selectman Marshall stated that he agreed. Ms. Heck stated that she is hearing that the Library Trustees intend to launch a capital campaign during the summer to coincide with the summer reading program. She believes that the Trustees should have permission from Town Meeting before embarking on a campaign to alter the building. Following a brief discussion about capital campaigns, Ms. Heck thanked the Board for their time and left the meeting.
The Selectboard began working through the Consent Agenda. The Selectboard voted on a motion by the Chair and a second by Selectman Marshall, 3-0 in favor of the Consent Agenda.
5:45 PM: Rick McQuade, DPW Buildings & Grounds / Fire Chief
At 5:45 pm, the Selectboard welcomed Rick McQuade to the meeting. Mr. McQuade provided an update on the FEMA Assistance to Firefighters Grant for the exhaust system in the fire department building’s garage bays. Mr. McQuade stated that the town has received only one quote for painting the interior of the bays. There were originally several interested painting companies that promised quotes when the project was first announced in 2018. The project was not started last year because after the announcement the weather had turned cold. At that time Chief Hall decided that parking the equipment with water on-board, outside during the day, or overnight in cold weather, was a risk. Now, with the exhaust system completed, the grant deadline is approaching. Mr. McQuade asked the Selectboard to accept a quote of $20,852.06 to be paid for out of the FEMA grant. There is still approximately $24,979 left in the grant. Selectman Marshall, in consideration of the August deadline for the project, made a motion to waive the purchasing policy requirements and to review the painting quote on its own merits. A discussion on the quote was held. The quote was submitted by McCormick Painting Company and includes an amount to paint the floor ($13,222.18 for the walls and ceilings & $7629.88 for the floors). There are several places where the floor needs repair around the drainage grates stated Mr. McQuade. He is not sure if there will be time to repair the floor before the painting can begin, in which case he is unsure if he wants to have the floors painted at this time. The Selectboard suggested that a contractor be hired to repair the floor so that the floors could be painted at the same time as the rest of the bays. At the conclusion of the discussion the motion was seconded by Selectwoman Day. Hearing no further discussion, the Chair called the vote and it was 3-0 in favor of waiving the purchasing policy requirements for the painting contract. Selectman Marshall then made a motion to award the painting contract to McCormick Painting for the walls and floors, with additional funding to be provided for contract repair of the concrete floors, not to exceed the total amount of the grant award; to be completed before the grant deadline passes. The motion was seconded by Selectwoman Day. The motion was called and passed 3-0 in favor.
Next, Mr. McQuade stated that the Greenfield Girl Scout’s had donated two new grills and that these have been installed at Oak Park. The Selectboard requested that a letter to the Girl Scouts be available at the next Selectboard meeting.
6:15 PM: Brian Giammarino, Police Chief
At 6:15 pm the Selectboard met with Police Chief Giammarino. Chief Giammarino requested that the Selectboard entertain a new hire for the position of part-time police officer. Chief Giammarino introduced Richard Nelson of Concord. Chief Giammarino provided details about Mr. Nelson’s law enforcement and educational background. Mr. Nelson has worked successfully on a number of computer crime cases, while heading a patrol division during his full-time employment. The Selectboard discussed Mr. Nelson’s interest in working with the Greenfield Police Department and asked him about his background. Mr. Nelson is interested in working P-T in Greenfield in addition to his duties in a neighboring town. Mr. Nelson indicated that he is interested in working with Chief Giammarino and the rest of the officers. There followed a discussion between Chief Giammarino and the Selectboard regarding the part-time position’s duties. At the conclusion of the conversation, Chief Giammarino requested permission from the Selectboard to hire Mr. Nelson as a part-time patrol officer. The Selectboard approved the request by consensus and requested that appointment paperwork be drawn up for the Board to sign. The appointment document was provided and signed by the Selectboard.
6:45 PM: Selectboard Work Session
At 6:50pm, the Selectboard voted to enter into a non-public session under RSA 91-A:3, II,a in order to discuss renewing the Town Administrator’s contract. The Board voted on a motion by the Chair and a second by Selectman Marshall, 3-0 in a roll-call vote. At 7:23pm the Board voted 3-0 to enter into the public session. While in the public session, Selectwoman Day made a motion to seal the minutes under RSA 91-A:3 II. The motion was seconded by the Chair and passed on a vote of 3-0. The Selectboard noted that they had extended the Town Administrator’s contract through to June of 2022. The Selectboard discussed changes to the Town Administrator’s job description and changed “coordinates” to “conducts” in reference to employee evaluations. The Selectboard requested that the revised job description be appended to the contract.
The Selectboard discussed an email from D.H. Hardwick regarding a crossing on a Class VI road. The email reads that a gravel “bridge” on Old Lyndeborough Mountain Road is washing out. The Selectboard discussed Class VI Roads. The town does not have a duty to maintain a Class VI road stated Selectman Marshall citing RSA 231:93. The Selectboard requested that D.H. Hardwick be contacted to see if the washout is in Greenfield or in Lyndeborough.
The Selectboard reviewed a request for an RSA 79-E application. Selectman Marshall stated that adoption of the RSA had been approved by Town Meeting in 2014. In order for the applicants to apply, an application form should be created. Town Administrator Patt explained that he had compiled a template from several towns. The Board requested that the template be shared on email for review.
The Selectboard discussed a recent complaint regarding a culvert on Dunklee Hill Road. The culvert is currently covered by a steel road plate and residents are requesting to know when DPW will be back to install a new culvert. The culvert replacement has been scheduled for later in the year and requires very large cast concrete pipe(s) and headwalls per the engineering plan drawn up by Sandford Engineering, and approved by NH Dept. of Environmental Services (NHDES). DPW Manager Todd Mason reported that the pipe and headwalls will take 4-8 weeks to construct once the orders are placed. Selectman Marshall and Selectwoman Day were in agreement that every effort should be made to ensure that the culvert is replaced a quickly as possible, citing the fact that the road is the only access to their homes. Selectwoman Day stated that the residents that live beyond the culvert should receive a letter from the Selectboard outlining their commitment. After a brief discussion the Board requested that a letter be drafted outlining their commitment to fixing the road for the residents.
The Selectboard held a brief discussion on Old Business. The Chair noted that research is needed regarding street signage for 911; specifically whether the town can pass an ordinance to require street signage for first responders.
Next the Selectboard discussed the possibility of setting-up credit cards for the Town Clerk’s office. A discussion followed regarding recent conversations between the Town Administrator and the Treasurer. It was noted for the Board that a policy regarding credit cards is highly advisable. A policy should outline how and for what service(s) credit cards will be accepted by the municipality. The Selectboard agreed, noting that the Board is only contemplating taking credit cards for municipal and State car registrations.
The Selectboard reviewed the responses from the Department and Committee Chairs and determined that the All Boards meeting is best held on July 25th during the Selectboard meeting. The Selectboard requested that this date be emailed to the chairpersons of each board and committees.
Selectman Marshall provided an overview of recent meetings by the Greenfield Breakfast Club, the Peterborough Chamber of Commerce, and the Friends of the Meeting House. Selectman Marshall outlined a recent meeting of the Library Trustees with Barbara Miller, a local grant writer.
Lastly, the Selectboard heard from Town Administrator Patt that Ray Cilley has purchased the Greenfield Auto building in the village center. Due to the parcel having very little room on either side of the building, Mr. Cilley is requesting to use the rear of the municipal parking lot on RT 136 to access the back of the building. After some discussion the Board agreed to provide permission to use the municipal parking lot with certain stipulations. The Board stated that the permission is to expire on September 1st, 2019. Mr. Cilley and contractors are to provide for access and egress of the lot by others using the lot. The Board requested that a letter of permission be drawn up by the Town Administrator. The Board will renew the permission if Mr. Cilley should require more time. The Board directed Mr. Cilley to work with Mike Borden, Building Inspector and CEO going forward.
Adjournment
At 9:00 pm Chair Charig Bliss made a motion to adjourn the meeting, the motion was seconded by Selectwoman Day, the motion carried 3-0.