Selectboard Minutes

Minutes

Town of Greenfield

7 Sawmill Road, Greenfield, NH 03047

Selectboard’s Minutes

Thursday, April 16, 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; David Martin, EMD; Diane Boilard, Deputy EMD; Michael Borden, Captain GFD

Public: Chris Borden, Firefighter’s Association Treasurer

Documents for Review/Approval:

• Payroll – 4/17/2020
• Land Use Change Tax – R3-5-5
• Timber Tax Levy – R2-17, R2-17-2
• Selectboard Minutes – 4/6/2020

Items for Discussion/Signature in the Public Session:

• Groundskeeper 2020
• Lot Line Adjustment Update– Stephenson Memorial Library
• Request for Permission Update – Headwalls and Culvert/ 792 Forest Road
• Rt. 136 Parking Lot – Photos
• Emergency Management Flyer
• Emergency Operations Plan – Volunteer Appointments     

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 Charig 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 selectperson noted that they were alone, with the exception of Selectwoman Day, who stated that her husband Roger Lessard was in the next room. DPW Manager Rick McQuade is at the DPW garage accompanied by Jeremy Gagnon. Michael Borden is at his home with his wife Chris Borden.

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 the 2020 groundskeeper contract and introduced Jeremy Gagnon to the call. Mr. McQuade outlined the reasons that the groundskeeper contract was not finalized during the budget process at the end of 2019. He then explained to the Board that Mr. Gagnon has agreed to a contract for 2020 that is consistent with the 2019 figures, but with some minor changes. Before discussing the 2019/2020 contract comparison, Mr. McQuade asked if the Board would consider having Mr. Gagnon provide seed and final loaming of the Meeting House and Library as part of the 2019 water line project between the Town Office, the Meeting House, and the Library. After some discussion, Selectman Marshall made a motion to authorize DPW Buildings & Grounds to provide finish landscaping of the Meeting House and Library lawns as part of the restoration of lawns following the water line failure between the Town Office and the other buildings connected to the municipal well. The motion was seconded by Selectwoman Day and passed on a roll-call vote of 3-0.

Mr. McQuade explained the 2020 groundskeeper contract changes. The first change is that the Waste Water field behind the Harvester Market has been planted with wildflowers by the Conservation Commission. As such the field will not be mowed in 2020. The second change would be to assign the time that would normally be used on the Waste Water site on other locations, such as the 10 Slip Road property that needs attention a few times a year. A discussion followed and the amount in the budget was outlined as $57,240, which is less than last year’s contract for $60,000. Town Administrator Patt explained that the difference was paid for out of the Waste Water account and was not carried in the budget. Reducing expenses within the Waste Water fund is important, however, given that the fund has been under pressure for a number of years. At the conclusion of the discussion, Selectman Marshall made a motion to contract with Jeremy Gagnon in 2020 for groundskeeping and landscaping services in the amount of $57,240. Selectwoman Day seconded the motion. On a roll-call vote the motion passed in favor 3-0.

6:30 PM: David Martin, EMD

At 6:30pm, David Martin came forward to discuss an Emergency Management flyer with the Selectboard. Selectboard Chair Charig Bliss provided an introduction to the discussion and outlined the need for the town to follow the laws of the State of NH. She stated that in all of the calls with the EOC at the State level, the EOC has made a point of working with municipalities with respect to the legal framework that towns are required to work within. She explained that the opening statement provided by the Attorney General’s office is another example of how the State of Emergency is unfolding with the expectation that municipalities cleave as close to the law as possible when following the Governor’s Emergency Orders. She stated that all of the people working within the municipal framework are obligated to follow the same lead and keep as close to the law as possible.

Mr. Martin explained that he was frustrated by the need to have the Selectboard review and approve the flyer. He asked why the flyer was delayed. Mr. Martin had previously written to the Selectboard about his frustrations and referred to his email. He stated that as an EMS responder on the Fire Department he does not expect to have to report to the Selectboard about the emergency calls that he goes on, he stated that he does his job and he expected that the EMD position would function in a similar fashion. He stated that he does not understand the legal aspects of the town’s obligations and he is the first to admit that he doesn’t have a legal background. He stated that he doesn’t care about the reasons for the delay. He further stated that he doesn’t care about the issues that were brought up about the flyer; he just wants to help people. He stated that the flyer needs to go out so that people know that there has been a lot of food stockpiled at the food pantry and he wants people to know that it’s available.

Chairwoman Charig Bliss noted that with an undertaking as large as a pandemic response it is natural to have differences of opinion but that each person brings specific expertise. She noted that the issue of  making clear distinction between public and private entities is not something that has been relaxed under the pandemic and that the Selectboard retains the right and responsibility to ensure all town groups - especially board appointees - stay within the law. The Selectboard serves as the traffic cop where public and private interests cross, she said, noting that the Selectboard still retains the right and is the last word, despite there being an emergency that brings the EOP into play.

Selectman Marshall explained that at their last regularly scheduled Thursday meeting the question of mailing out a flyer was brought up at the meeting at 8pm, at the very end of the meeting. The Board did not receive the flyer until Saturday that weekend. So from the Selectboard’s standpoint the flyer wasn’t ready for their meeting, so there hasn’t been a significant delay at this point. He referred Mr. Martin to page 44 of the Emergency Operations Plan (EOP) and explained that the EOP designates coordination of communications to residents with the Selectboard. He also explained some of the other functions of the Selectboard within the EOP and outlined that the governing body as the appointing authority expects that the EMD will coordinate information with the Selectboard and the Public Information Officer. He stated that he was thrilled when he heard that another flyer was going out because it was an opportunity to discuss some of the great progress that the EMD has made on behalf of the community during the COVID-19 crisis.

Town Administrator Patt explained that it’s not uncommon for members of the fire department to forget that there is a distinction between work performed by the town and the work done by the non-profit organization, the Firefighter’s Association. The issue in the current flyer is that the pronoun “we” in several sentences is confusing because some of the things discussed are activities of the Association. He suggested that the letter from the EMD ensure that there is a clear delineation between the town and outside organizations. Several recommendations were discussed to help with the language of the flyer.

A discussion followed about the Volunteer Coordinator position. This position is outlined in the EOP.  Volunteer positions under the town have certain requirements. The question to Mr. Martin is whether the coordinator is a volunteer under the EMD, or, will be a volunteer firefighter under the Fire Department. As outlined in the Primex volunteer guide, volunteers need to be authorized and supervised. Administrator Patt suggested that the EMD discuss this with the Fire Chief and determine who will roster volunteers and train them. Mr. Martin stated that this would be discussed at their next meeting.

EMD Martin stated that he would bring the flyer back for discussion and changes. The EMRT will be meeting on Saturday and will finalize the flyer. At 7:37pm, EMD Martin, Diane Boilard, Michael Borden and Chris Borden signed off from the meeting.

The Selectboard held a brief discussion. Selectwoman Day is the Liaison with the EMRT. The Selectboard agreed that the flyer was approved contingent on the changes requested and could be mailed out once those changes were made and reviewed by the individual Selectboard members.

7:45 PM: Selectboard Business Meeting

Next the Selectboard reviewed a Payroll check register dated 4/17/2020. On a motion by Selectman Marshall and a second by Selectwoman Day, the check register was approved on a roll-call vote 3-0.

Next the Selectboard reviewed a Land Use Change Tax form for R3-5-5 with a tax amount of $4,700. On a motion by Selectman Marshall, and a second by Selectwoman Day, the Board voted in favor by roll-call vote 3-0.

Next the Selectboard reviewed the minutes from 4/6/2020. On a motion by Selectman Marshall to accept the minutes as approved, and a second by Selectwoman Day, the Board voted in favor by roll-call vote 3-0 to accept the minutes of the last regular meeting.

The Selectboard took up a letter to Dee Sleeper, formerly Town Clerk. The Board approved the letter as final and agreed to have electronic signatures. The Board asked that the letter be sent and provided additional instructions to the Town Administrator.

Adjournment

At 7:58pm, Selectman Marshall made a motion to adjourn the meeting; the motion was seconded by the Chair. The motion carried 2-0. Selectwoman Day’s line dropped the call moments before the vote.