Selectboard Minutes
Minutes
Town of Greenfield
Greenfield Town Offices, 7 Sawmill Road Greenfield, NH
Selectboard’s Minutes
Thursday, September 26, 2019 – 5:30 PM
Selectboard: Chairwoman Margaret Charig Bliss, Selectwoman Karen Day, Selectman Robert Marshall
Staff: Aaron Patt, Town Administrator; Katherine Heck, Treasurer
Public: See attached Public Hearing Sign-in Sheet
Documents for Review/Approval:
- A/P Check Register – 09/25/2019
- Selectboard Minutes – 09/19/2019
- Welfare Voucher
Items for Discussion in the Public Session:
1) Purchasing Policy and Guidelines - documents
2) Asset Sale – Police Vehicles
3) Town Clerk letter
4) Greenfield Spirit – Draft Oct-Nov ‘19
5:30 PM: Public Forum
At 5:30 pm, Chair Charig Bliss opened the meeting. The Selectboard began working through the Consent Agenda items. It was noted that tonight was the night to open sealed bids for the two Crown Victoria police cruisers, however, no bids have been received. Administrator Patt requested the ability to place the vehicles on an online auction such as Municibid. The Selectboard agreed.
5:45 PM: Selectboard Work Session
At 5:45 pm, the Selectboard took up a general discussion regarding the town’s financial policies using several invoices as examples to illustrate areas of discussion. Treasurer Katherine Heck joined the discussion. Town Administrator Patt provided an outline of the town’s purchasing policy. Mr. Patt touched on areas where the policy could be amended, or, where there is an opportunity to re-train with department heads on the requirements of the policy. The example invoices include the quarterly ambulance service bill; a town office IT server invoice approved by the Selectboard and Town Meeting; the annual screen rental for separating winter sand; a recent contractor invoice for excavator service work; and a grant funded contract invoice. The rental and service contracts with DPW are pursuant to the Selectboard’s directive to use contractor services. Each of these invoices was discussed in relationship to the purchasing policy as examples of the following types of purchases:
- Payments for an annual contract service that is approved at Town Meeting
- Payments for a contract service as part of a grant,
- Payment for a product and attendant service that will become part of an existing annual service contract
- Service work billed hourly that was originally quoted below the purchase order threshold but took more time “in the field” than anticipated
Mr. Patt outlined how each of the example invoices intersects with the policy. A discussion was held on whether the policy should be amended in certain instances. Treasurer Heck explained that purchase orders help her to know when large purchases, or service invoices, are coming so that she can help maintain adequate levels of cash-flow. She stated that purchase orders also fulfill a role beyond procurement, providing accountability and transparency as part of town government. Treasurer Heck stated that the town’s records are reviewed by the auditors every year, and they are looking for documentation when invoices deviate from the policy. To help with the auditor’s documentation requirement, the Selectboard reviewed a waiver form created by Office Manager Shaw. The waiver form is to help with purchases that the Selectboard exempts from the policy and could help with hourly service contracts that conclude beyond the policy limits. The Board reviewed and approved the use of the waiver.
Town Administrator Patt discussed grant fulfillment as it relates to the town’s financial policies. Treasurer Heck provided a FEMA document outlining the requirements of the town under the grant guidelines. In general all Federal grant programs require compliance with Federal procurement requirements. Unless the grant is a direct State grant or a grant by a private organization, State grants that are pass-through of Federal awards are also required to follow Federal guidelines. The Federal requirements, for example, include a review of the recipient’s procurement practices, which includes the town’s purchasing policy. Direct State and private grants will have their own policy compliance requirements. This underscores the need to ensure compliance with the town’s financial policies. Mr. Patt suggested that there be language in the purchasing policy to reflect these requirements and strengthen the town’s policy. Treasurer Heck explained that future bond applications will have similar requirements.
Next the Selectboard reviewed the invoices for policy initiatives that could include policy exemption, use of the waiver form, or, policy adherence (upholding the requirement for a purchase order). The Selectboard reviewed and indicated their approval of each invoice, and asked several questions. The Chair requested suggestions for policy changes that the Board could review. The Board indicated that as there is a new department head coming on board, a refresher training session on the purchasing policy for town department heads should be scheduled.
6:30 PM: Public Hearing – No Through-Trucking
At 6:30 pm, the Chair opened the public hearing and turned the presentation over to Selectman Marshall. Selectman Marshall provided a brief orientation and then provided opening remarks. The notice for the public hearing was posted in town and in the Ledger Transcript on September 12, 2019. The notice was also posted on the town website. Selectman Marshall read the public hearing notice out loud - “The Greenfield Selectboard will hold a public hearing in order to adopt a No Through-Trucking Ordinance under RSA 41:11 and RSA 47:17 for vehicles as defined in RSA 259:115-b. No Through-Trucking shall not affect 'Light Trucks' as defined in RSA 259:50, or commercial travel required to reach local residential or business properties Roads discussed will include Old Bennington Road and County Road. The public hearing will be held on September 26th, at 6:30 PM at the Town Office Meeting Room”.
Next, Selectman Marshall outlined the hearing rules. He stated that the ordinance contemplated is on Old Bennington Road and County Road. He stated that he would first open the discussion for people to comment who are in favor of the ordinance. At the conclusion of remarks in favor of the ordinance, the floor will be opened to people who are opposed to the ordinance. He asked that everyone be given a chance to speak during each round before speaking again. He then asked if everyone understood the ground rules of the hearing. Hearing in the affirmative, Selectman Marshall stated that he would open the floor to comments from those in favor of the ordinance.
George Rainier from 25 Old Bennington Road stated that the speed limit posted on the road is 25 mph. He stated that the speed limit is not enforced so how can you enforce a no-trucking ordinance?
Robert Wachenfeld from 428 Old Bennington Road on the “dirt side” stated that he is in support of the ordinance. Mr. Wachenfeld stated that from September 9th through the 22nd he counted 98 trucks pass his home over the course of a 12 day period. The truck traffic is not slow. He stated that he is concerned because people walk, ride horses, and hike on the road. The road is a scenic road. He stated that he is concerned by the number of tractor trailers, log trucks and other large trucks using the town road. He stated that the tractor trailers are “OTR” trucks with sleepers (Over the Road Trucks are for long distance trucking as opposed to local trucking and the truck cab includes sleeping accommodations). He asked, “why are they coming down a scenic gravel road?”
Selectman Marshall asked a question regarding the number of trucks that Mr. Wachenfeld counted. Mr. Wachenfeld explained that he started monitoring the number right after he saw the public notices around town for the hearing. He stated that there is too much traffic on a scenic road.
Selectman Marshall asked for other testimony in favor of the ordinance. There being no additional comments in favor, Selectman Marshall opened the floor to those people in attendance who wished to voice a comment in opposition to the ordinance.
Donna Smith from 236 Forest Road was recognized. She stated that she had a question about the number of trucks that were cited in the previous testimony. She stated that there are local logging projects, as well as local deliveries for gas and propane that would not be affected by the ordinance. She stated she doesn’t understand why we need this ordinance. She stated you can’t stop local truck traffic, people need oil and propane for their homes. She stated that the ordinance was just more red tape.
Tod Smith of 236 Forest Road stated that “we have enough laws in town; there is a freedom of travel.” In the springtime, trucks can’t pass on that road (the road is posted for weight due to mud season). He cited the earlier comment on the speed limit, asking who is going to enforce the ordinance. He offered that trucks get “picked on” and that road is not a good short cut for the trucks (that the ordinance contemplates). He stated to the Selectboard that the town already has two bridges that haven’t been fixed. He said that 18 wheelers aren’t going down that road.
Katrina Mamczack of 261 Old Bennington Road stated that she is neither “for” or “against” the ordinance but is attending because she wants more information. She asked how many signs would be installed due to this ordinance and where would they be placed.
Selectman Marshall provided feedback on the question regarding the number of signs. DPW Road Manager Mason met with the Board and explained that if the ordinance passed that he would request permission from Peterborough to install a sign at the far end in that town, and there would be signs at intersections in Greenfield. A total of 4-5 signs would be installed when the end of County Road was included, he said.
Selectman Marshall asked if there were any additional comments from others that have not spoken. A second round of comments is available.
Ray Cilley of 81 Muzzy Hill Road stated that he is neither “for” or “against” the ordinance but wanted to know if there has been a traffic study. Selectman Marshall stated that to his knowledge a traffic study has not been conducted. Mr. Cilley asked if there is an impact on town roads. Selectman Marshall stated that it’s the Board’s understanding from DPW that there is an impact from heavy trucks on the town’s gravel roads.
George Rainier of 25 Old Bennington Road stated that when he was a selectman that the Greenfield changed the speed limit on Old Bennington Road to 25MPH. However, at the town line in Peterborough the speed limit is 35MPH. He stated that the town asked Peterborough to change to 25MPH and they refused. He stated that he would be surprised if they provided permission for a sign at the end of the road. Mr. Rainier made a comment about the need to enforce the speed limit.
Selectman Marshall stated that the Police Department is responsible for the enforcement of such ordinances.
Todd Smith of 236 Forest Road stated that “trucks have a bigger visual impact so they appear to be going faster than the speed limit”. He asked if the question of the ordinance could be put on a warrant article for Town Meeting for a vote by the town. He questioned whether the Selectboard has the authority to implement this ordinance.
Selectman Marshall stated that the Selectmen have the authority per RSA, and that the voters ultimately have recourse at the ballot box if they are dissatisfied.
Selectman Marshall asked if there were any additional comments in opposition. Selectman Marshall then asked if there were any additional comments in general. Hearing none, Selectman Marshall stated that the public hearing would close so that the Selectboard could get ready for a Planning Board presentation on the Capital Improvements Plan. He stated that the presentation was scheduled for more than an hour so it was “not likely that the Board will make any decisions tonight”. He stated that they would take the comments under advisement and issue a decision at a future meeting. The Chair thanked everyone for their attendance. The public hearing ended at 6:57pm.
7:00 PM: Planning Board Capital Improvements Plan Presentation
Ken Paulsen and Mason Parker of the Planning Board provided a presentation on the Capital Improvements Plan (CIP). This CIP presentation follows the requirements of the law for the town’s Master Plan. The presentation consisted of a Power Point slideshow outlining the capital needs of town departments. Mr. Paulsen explained the requirements of the Police Department, which has two new vehicles. To continue saving for police vehicles on a six year rotation, the town would need to put $15,000 per year into capital reserves. He also noted that the department is getting tight on space in the basement of the Town Office. He stated that if space were to open up in another building, the Selectboard should consider the department’s needs in that regard.
Next the presentation touched on the Fire Department. Fire Department vehicles have a lifespan of around thirty years. Vehicles at the department, with the exception of the new tanker are nearly all from the 1990’s. The town has an ambulance and a utility vehicle. The town does not use the ambulance to transport. The replacement for an ambulance and the utility is recommended as a combined vehicle, which can stage a scene in preparation for the ambulance service to arrive.
Mr. Paulsen provided an overview of the DPW department’s needs. He provided estimates for the replacement values of the major pieces of equipment; the Loader at $182,500; the Backhoe at $139,000; and the Grader at $337,000. Given a 3% inflation factor each year, the replacement values of these three pieces of equipment will top $800,000 when due for replacement. Complicating the cost of the equipment is the fact that all three are stored outside all year around. A storage facility to house the equipment is needed. The recommendation for Capital Reserve Fund savings is $80,000 a year. The Planning Board understands that the Selectboard has to make real world decisions regarding the town’s budget every year, and the current savings is based on $40,000 a year. However, the Planning Board suggests that the number be much higher given the short time that the town has been saving. The CIP plan suggests that the town invest in a storage building in 2020 and a new F250 pick-up. Several types of storage building examples were provided. Pricing is contingent on many things such as the size of the building, the size of the concrete pad, and whether heating and bathroom facilities are installed. It is thought that a building alone, without the concrete pad would run approximately $100,000.
Next the Planning Board presentation touched on the road paving schedule and establishing a schedule for gravel road upkeep. The Planning Board recommends that the Selectboard include a warrant article to add gravel to gravel roads in the same way that the road paving is scheduled annually and funded by warrant article. A discussion on the gravel roads was held. The discussion touched on information gathered over several years, including comparisons of high traffic areas to low traffic areas, the amount of gravel needed each year and the methods used to measure the priority areas.
Next the presentation touched on issues at the Recycling Center. The Recycling Center has good facilities and has been updating its baling equipment over the years. The center suffers from cramped parking and issues with the roof. A discussion on the layout of the facility was held. This was followed by a discussion about the metal roof, which is an older style metal roof that was laid down in sections. The roof has begun leaking in different areas and will require attention in the near future. The Planning Board recommends proposing a warrant article to replace the roof. The Board also recommends paving the driveway around the building.
The presentation went through the Buildings & Grounds department and the Libtary. The B&G department has several projects outlined for Oak Park and to replace the windows at the Town Office. These projects require more planning and will come up in a future year (not 2020). The Library Trustees are planning several projects including remediating the heating system in the new wing. The Trustees will be presenting to the Selectboard in the near future on improvements to the outside of the building. The Planning Board then summarized their recommendations for the year.
1) Annually fund the Police Department Capital Reserve Fund in the amount of $15,000
2) Annually fund the Highway Department Capital Reserve Fund in the amount of $80,000
3) Propose a second Highway Department garage/storage building by warrant at 2020 Town meeting
4) Propose an annual warrant article for scenic road improvements
5) Propose a warrant article for a new Recycling Center metal roof
6) Fund Library Building and Grounds Capital Reserve Fund at $12,000 for two years
At the conclusion of the presentation, the Selectboard thanked Mr. Paulsen and Mr. Mason for their hard work and excellent presentation.
Mr. Mason provided a brief report on a Planning Board initiative regarding Open Space and some changes to the current ordinance. There followed a brief discussion on the upcoming Greenfield Spirit newsletter publication dates so that the Planning Board could put an article together before the 2020 Town Meeting.
Adjournment
At 9:01 pm The Chair made a motion to adjourn the meeting, the motion was seconded by Selectman Marshall, the motion carried 3-0.