Selectboard Minutes
Minutes
Town of Greenfield
Greenfield Town Offices, 7 Sawmill Road Greenfield, NH
Selectboard’s Minutes
Thursday, July 25, 2019 – 5:30 PM
Selectboard: Selectwoman Karen Day, Selectman Robert Marshall
Staff: Aaron Patt, Town Administrator; Katherine Heck, Treasurer
Public: Gary & Karen Russell
Documents for Review/Approval:
- A/P Check Register – 07/17/2019
- A/P ACH Register – 7/25/2019
- A/P Check Register – 07/25/2019
- Payroll Check Register – 07/26/2019
- Employee Vacation Notice(s) – (2)
- Employee Change of Wages Worksheet
- Intent to Cut – R1-11; R4-4; R4-4-1
- Downtown Lighting Project Donations
- Selectboard Minutes – 07/11/2019
- Oak Park Rental
- Welfare Voucher – (1)
Items for Discussion in the Public Session:
1. ConVal School District - Payment Schedule
2. Contoocook Watershed Proposed Engineering- FEMA
3. St. Joseph Community Services Thank-you Letter – Health Services Donation
5:30 PM: Public Forum
At 5:30 pm, Selectman Marshall opened the meeting. Chairwoman Charig Bliss is absent. Gary and Karen Russell were in attendance. Selectman Marshall recognized Mr. Russell. Mr. Russell is the President of the Greenfield Sportsmen’s Club. Mr. Russell outlined a number of projects that the Sportsmen’s Club has in mind for the Proctor Recreation Area. These include several outbuildings and a club house, a parking area, and a request for the town to furnish a porta-potty. Mr. Russell stated that the Town Forester is drawing up a map of the project area as part of the forestry plan on behalf of the Town Forest Committee. Once the plan is available, Mr. Russell will bring it to the Board for review. Mr. Russell stated that he is just opening the conversation tonight so that the Selectboard knows that there are a number of requests coming from the Sportsmen’s Club. Selectman Marshall asked several questions to clarify. The Town Forester has mapped the boundary markers of the town’s property with GPS. The result will be used for the map of the property. The map will not be a survey, but because the Town Forester has walked the boundaries and found the markers, it will be an accurate depiction of the boundaries. The use of the recreation area will be shown apart from the Town Forest. This will give the Selectboard a good picture of the work that is now in the planning stages. The projects are well within the boundaries and therefore a survey is not needed for the Sportsmen’s Club projects. Mr. Marshall thanked Mr. and Mrs. Russell for bring the information forward.
The Selectboard began working through the Consent Agenda. Selectwoman Day moved to accept the Consent Agenda. Selectman Marshall seconded the motion. The vote passed 2-0 in favor. It was noted that there are several unanticipated donations made by businesses and a local family toward the downtown lights on the agenda. The donations were accepted by the Selectboard on a motion by Selectwoman Day and a second by Selectman Marshall 2-0 in favor. The donations cover the cost of the lampposts.
5:45 PM: Katherine Heck, Treasurer
At 5:45 pm, the Selectboard welcomed the Treasurer to the meeting. Treasurer Heck provided copies of the ConVal District Payment Schedule, which was recently received by the Town Office. The 2019-2020 payment schedule requires an increase in payments over the 2018-2019 year, from $221,245 to $264,976, or an increase of $43,731 per month. The request from July through December (when taxes are collected) results in an additional $262,386 from the previous schedule. Treasurer Heck explained to the Board that in past years, when the NH Department of Revenue Administration (NH DRA) sets the tax rate the payment schedule changes and is recalibrated in November such that the payments from December onwards into the next year are lower than the estimates received in July. In past years the payment estimates for July through November have increased, but never by this much. The town’s cash-flow cannot stretch to accommodate an additional $250,000 between July and November. As such the Treasurer has reached out to the Business Administrator at ConVal to discuss making some changes to the payment schedule. A discussion followed on the payment schedule and it was noted that Greenfield’s payment increase is the highest percentage change in the district, due primarily to the increase in the ConVal budget and the NH DRA’s equalization of Greenfield’s assessment. The Selectboard stated their support for a meeting by the Treasurer and Town Administrator Patt with the ConVal Business Administrator. The Selectboard supports a payment schedule that accommodates the town’s cash flow, and which will take into effect that taxes due in December will cover the difference.
6:15 PM: Selectboard Non-Public Session
At 6:30 pm, the Selectboard heard a request for a non-public meeting from the Town Administrator about an employee personnel issue. After a brief discussion, Selectwoman Day made a motion to enter into non-public session under RSA 91-A:3 II a & b, personnel. The motion was seconded by Selectman Marshall. On a roll call vote of 2-0, the motion passed and the Selectboard entered into non-public session. At 7:18pm, the Selectboard voted 2-0 to enter into the public session. While in the public session, Selectwoman Day made a motion to seal the minutes in accordance with RSA 91-A:3 III to ensure the effectiveness of the deliberation. Selectman Marshall seconded the motion and the vote passed 2-0 to seal the minutes.
It was noted that the Selectboard accepted the resignation of Carol Burgess, Recycling Center Supervisor who will be heading to the Town of Wilton to head up their Recycling Center. While in the public session the Selectboard voted 2-0 on a motion by Selectwoman Day and a second by Selectman Marshall to advertise the position.
7:00 PM: Wendy Druin, Municipal Agent
At 7:20 pm, the Selectboard met with Wendy Druin, Municipal Agent and Anne Setaro, Municipal Clerk for the Town Clerk’s office. Ms. Druin and the Selectboard discussed the Clerk’s office and its progress, including year-to-date revenues. During the discussion it was noted that the office still needs a new desk, and, the front desk(s) are folding tables, which should be replaced. A brief discussion was held on the Town Clerk Conference in September.
Ms. Druin noted that Ms. Setaro has concluded a year of training and as she is a resident of Greenfield, the town should assign the Municipal Agent role to her. The Selectboard agreed and on a motion by Selectwoman Day and a second by Selectman Marshall the Board voted 2-0 to assign the Municipal Agent role to Ms. Setaro and to authorize the Town Administrator to write a letter to the Department of Motor Vehicles. There followed a discussion on upcoming vacation schedules and possible changes to the office hours in the fall.
8: 15 PM: Selectboard Work Session
The Selectboard discussed a number of old business items and tabled them, noting that the Chair may be back at the next meeting.
The Selectboard reviewed three quotes from DPW for paving on East Road. The quotes were as follows: P.J. Albert Inc. bid $116,300 for 1200 ton Winter Binder and 260 ton shim/overlay; Advanced Excavating & Paving bid $111,600 for 1110 ton Dense Binder and 265 ton overlay; Brox Industries Inc. bid $106,409 for 1200 ton Winter Binder and 260 ton shim/overlay. The Selectboard agreed to award the bid to Brox Industries.
Next the Selectboard reviewed a request for storage trailers at the Recycling Center through a NH the Beautiful grant. The trailers will be used for storage. The cost is approximately $7,500 with delivery. The grant will pay for 50%. The Selectboard discussed and Selectwoman Day suggested the request be tabled until the new Recycling Center Supervisor is hired. Selectman Marshall agreed. The request was tabled until the supervisory position is filled.
Adjournment
At 8:35 pm Selectwoman Day made a motion to adjourn the meeting, the motion was seconded by Selectman Marshall, the motion carried 2-0.