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Selectboard Minutes

Meeting date: 
Thursday, April 9, 2020

Town of Greenfield

7 Sawmill Road, Greenfield, NH 03047

Selectboard Minutes

Thursday, April 9, 2020 – 5:30 PM

 

Selectboard: Chairwoman Margaret Charig Bliss, Selectwoman Karen Day, Selectman Robert Marshall

Staff: Aaron Patt, Town Administrator; Rick McQuade, Fire Chief, DPW B&G

Public:

Documents for Review/Approval:

  1. A/P Check Register dated 4/8/2020 in the amount of $286,666.41
  2. A/P “ACH” Check Register in the amount of $11,731.03 to NH Retirement
  3. Intent to Cut(s)– R9-19, R3-30
  4. Timber Tax Levy – R3-30
  5. Library Trustee Appointment – (3) Alternate appointments
  6. Change of Employment - Library
  7. Conservation Commission Appointment – (1)
  8. Selectboard Minutes – 4/2

Other letters/ items for Discussion/Signature:

1. Lot Line Adjustment – Stephenson Memorial Library

2. Request for Permission – Headwalls and Culvert/ 792 Forest Road

3. Buildings & Grounds Projects     

5:30 PM: Virtual Meeting Open – Dial In 1+717-275-8940

The meeting was called to order at 5:30pm. Chairwoman Charig Bliss welcomed everyone to the virtual Selectboard meeting. Chairwoman Bliss opened the meeting and read a statement provided by the Attorney General’s office regarding virtual meetings. “As Chair of the Selectboard, I find that due to the State of Emergency declared by the Governor as a result of the COVID-19 pandemic and in accordance with the Governor’s Emergency Order #12 pursuant to Executive Order 2020-04, this public body is authorized to meet electronically.

Please note that there is no physical location to observe and listen contemporaneously to this meeting, which was authorized pursuant to the Governor’s Emergency Order. However, in accordance with the Emergency Order, I am confirming that we are providing public access to the meeting by telephone.  We are currently working on providing additional access possibilities by video or other electronic means, however, we are a small town and that is not feasible for tonight’s call.

We are utilizing Freeconference.com for this electronic meeting. All members of the Board have the ability to communicate contemporaneously during this meeting through this platform, and the public has access to contemporaneously listen and, if necessary, participate in this meeting through dialing the access number posted online or by following the directions on the Meeting Instructions link from the Selectboard’s page on the website. The Website address is greenfield-nh.gov.

We previously gave notice to the public of the necessary information for accessing the meeting, including how to access the meeting telephonically. If there are problems with access, please email the Town Administrator and he will attempt to help you in real time. In the event the public is unable to access the meeting, the meeting will be adjourned and rescheduled.

Please note that all votes that are taken during this meeting shall be done by roll-call vote.

Let’s start the meeting by taking a roll-call attendance. When each member states their presence, please also state whether there is anyone in the room with you during this meeting, which is required under the Right-to-Know law.

Each person noted that they were alone, with the exception of Selectwoman Day, who stated that her husband Roger Lessard was in the room.

The Chair stated:  at this point I would ask that everyone mute their phones by pressing * (star) 6 (six). If there isn’t time for your questions tonight, you can email the Town Administrator and request to be on the agenda during the next meeting. If you have technical difficulties on your end with your computer, laptop, or other electronic device email the Town Administrator if you having trouble connecting in real-time and we’ll try to be of help.

Gov. Sununu’s Emergency Order #16 prohibits gatherings greater than 10 people. We'll ask that - to the extent possible - you submit your questions/concerns/comments to the Town Administrator via email in advance so we can have answers ready. Remember to charge whatever device you are using in advance of the meeting. I can assure you everyone in your town government is doing everything in their capacity to ensure your safety, their safety and Greenfield's future. With that said, I would invite participants to bring issues before the Board

5:45 PM: Rick McQuade, Fire Chief, DPW Buildings & Grounds

Rick McQuade, DPW B&G brought forward several items for discussion. The first item is the groundskeeper contract for 2020. A discussion followed and the Selectboard concluded the discussion with a request that Mr. McQuade reach out to Jeremey Gagnon and arrange for Mr. Gagnon to attend the April 16th meeting with the Board. Next, Mr. McQuade advised the Selectboard that he has repairs or replacement of the Meeting House town sign on his project list this year. With the recent budget freeze, Mr. McQuade is looking for guidance on spending limits associated with the sign and other projects. A discussion followed in which Mr. McQuade explained that there are some safety issues with the sign and the Plexiglas doors due to age and deterioration. At the conclusion of the discussion, the Selectboard authorized safety repairs and will revisit the replacement of the sign with the Meeting House renovation. Next the Board discussed the Wastewater field behind the Harvester market and the Board agreed that maintenance of the access road is important this year.

Next, the Selectboard discussed several issues relative to the Fire Department with Chief McQuade. Chief McQuade outlined his interest in opening the Oak Park concession stand for internal purposes of the town. A conversation followed. Selectman Marshall asked if the opening was to provide facilities if the Fire Department needed to cook meals for first responders that are quarantining away from home. Chief McQuade stated that it could be used for that purpose, but it could also be used to help residents if needed for cooking hot meals. Selectman Marshall stated that he was not comfortable with the organic growth of services by volunteers during the pandemic crisis. Chief McQuade explained that there are a number of volunteer organizations that may need support. He used Meals-on-Wheels as an example. Selectman Marshall stated that he intends full support for the town but that he is most concerned about first responders being part of the volunteer group on one hand, and also needing support. Chief McQuade explained the painstaking care that the first responders take on EMS calls, outlining the steps taken to prevent exposure to the COVID-19 virus. He stated that “we are one of the cleanest departments in the area due to our due diligence”. Chief McQuade stated that he has had several residents ask if the water could be turned on for people who walk their dogs on the track. Selectwoman Day stated that it would a good idea to put porta-potties at the park for the walkers.

A discussion on the recent budget freeze followed. Mr. McQuade outlined that there are some smaller expenses associated with his DPW projects that need to be covered. An example is the ramp at the Recycling Center; the footings are installed, the lumber is there, but there are some small expenses left for materials. He estimated that 90-95% of the materials are already on-hand. A discussion on the Department Head spending limit under the Town of Greenfield Purchasing Policy was held. It was noted that while the Buildings & Grounds department could continue to function with a very low cap on spending, the Fire Department should not be included as the department tries to respond to the pandemic emergency. At the conclusion of the discussion it was agreed that the Selectboard did not need to create a blanket threshold for every department but would continue to monitor spending on a case by case basis.

Next the Selectboard heard a report from the Town Administrator on recent conversations about the proposed Lot Line Adjustment between the Library and the Greenfield Inn. A Purchase & Sales agreement has been forwarded by the Library Trustees. Town Counsel has reviewed the agreement and provided comments. The agreement is contingent on a minor subdivision lot line adjustment approval from the Planning Board. The Planning Board cancelled its most recent meeting in light of the State of Emergency. In conversation, the Planning Board chair has indicated that the meetings will likely be cancelled for the foreseeable future. Town Administrator Patt explained that he has forwarded the conference call platform to the Planning Board Chair and will encourage their Board to use the virtual platform, and rely on the website for displaying documents to the public.

Next, the Selectboard heard a request from the property owner of 792 Forest Road for permission to extend a culvert along the side of the building to the pond at the rear of the property. The culvert will be backfilled and this will shore up the foundation of the building, which is exposed within the drainage ditch. The property abuts the parking lot on Rt. 136, owned by the Town of Greenfield. The Selectboard’s permission is required for the culvert installation because the town owns to the centerline of the drainage ditch. Selectman Marshall stated that he was concerned about the ditch remaining open from the front of the building to the culvert that runs under the State road (the length of the State of NH right-of-way). He asked if it were possible for the State to provide permission so that culvert could be installed the entire length of the drainage ditch, which would reduce any liability of an open hole from the front of the building to the road. The Board asked the Town Administrator to follow-up with the property owner on several questions.

The Selectboard requested that a letter to Dee Sleeper be finalized for Thursday, April 16th.

The Selectboard discussed continuity of operations planning for the Town Office, where the town has no back-up for certain critical positions. The Board discussed several positions and the question of how to cross-train, when everyone is working remotely where possible. At the conclusion of the discussion the Board acknowledged that there is an open deputy treasurer position to fill, and there may be other opportunities with certain part-time staff.

Next the Selectboard reviewed and voted on the content of the Consent Agenda. On a motion by the Chair and a second by Selectwoman Day, the Board voted in a roll-call vote, 3-0 in favor, to accept the items on the Consent Agenda. The Board then reviewed three appointments for Library Alternates and one for the Conservation Committee. On a motion by the Chair and a second by Selectwoman Day, the Board voted in a roll-call vote, 3-0 in favor of the appointments. The Board agreed to send the documents electronically, sign the documents with at least two signatures, and then forward them back to the Town Office staff.

Selectwoman Day brought up the need to finalize the Spirit. A final copy is ready for review. The copy has been forwarded to the Board members. The Board members agreed to review the final copy and send out an email for printing. The Board discussed whether the Spirit should be mailed out and concluded that this was important for members of the community without access to the internet now that the Library is closed.

Next, Selectwoman Day stated that the Emergency Management department is getting ready to send out an Every Door Direct Mail (EDDM) flyer to residents. The Emergency Management Department (EMD) needs to arrange for the flyer to be printed and mailed. The Selectboard discussed the EDDM and its message. The Chair and Selectman Marshall indicated that they expect to review the flyer before it is mailed out. The Board suggested that the flyer could be approved at the next meeting. Selectwoman Day explained that the EMD would like to send the flyer without delay. A discussion followed. The content of the EDDM is to announce volunteer services available from the Emergency Management department. The Board discussed the need for new programs to be voted on by the Board, unless the information is about services from other outside organizations. If the volunteer services are starting up under the Emergency Management department, the service should be reviewed to determine if they are better suited for the Fire Department, or other town program, or through the Firefighter’s Association. Selectwoman Day stated that she would bring these recommendations back to the members of the Emergency Management Response Team.

Adjournment

At 8:32pm, Selectman Marshall made a motion to adjourn the meeting; the motion was seconded by Selectwoman Day. The motion carried 3-0.