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Selectboard Minutes

Meeting date: 
Thursday, April 23, 2020

Minutes

Town of Greenfield

7 Sawmill Road, Greenfield, NH 03047

Selectboard’s Minutes

Thursday, April 23, 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; Jim Morris, DPW Heavy Equipment Operator; Diane Boilard, Deputy EMD

Public:

 

Documents for Review/Approval:

  • A/P “ACH” Check Register – 4/21/2020  in the amount of $650 to Intuit
  • A/P Check Register – 4/22/2020 in the amount of $40,612.07
  • A/P Check Register – 4/23/2020 in the amount of $  2,146.65
  • Selectboard Minutes – 4/6/2020

Items for Discussion/Signature in the Public Session:

  • 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. EMD David Martin is home alone, Jim Morris, is at home.

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.

5:35 PM: Consent Agenda

Selectman Marshall made a motion to accept the Consent Agenda items. Selectwoman Day seconded the minutes. The items were read. The items are three accounts payable check registers as dated (see above). On a roll call vote the Board voted in favor, 3-0. On a motion by Selectman Marshall to accept the minutes of 4/16, and a second by Selectwoman Day, the minutes were voted approved in a roll-call vote 3-0.

Town Administrator Patt forwarded a message from DPW Road Manager Todd Mason to the Board. Mr. Mason has requested to change over to a summer schedule of four (4) ten-hour (10) days. Selectman Marshall made a motion to approve the change to summer schedule for the DPW Roads department. The motion was seconded by Selectwoman Day. On a roll-call vote, the motion was voted in favor 3-0 with each Selectboard member voting “Aye”.

Selectman Marshall stated that the Selectmen’s Advisory Committee (SAC) will be meeting via Zoom on May 21st and he asked the Selectboard to schedule the Selectboard meeting that day for an earlier time, in order for him to attend the SAC meeting.

Selectwoman Day stated that the ConComm has received a wetlands application for 792 Forest Road and she expects that the Chair of the ConComm will sign that application based on discussions in recent ConComm meetings.

5:45 PM: Jim Morris, DPW

At 5:45pm, Jim Morris of the DPW Roads crew came before the Selectboard and requested permission for the DPW to host a Facebook page in order to provide residents with updated reports on road work, emergencies involving roads, and other pertinent information. Mr. Morris explained that the page would be one-way facing only and comments would be disabled. A discussion followed. Selectman Marshall stated that this is a good idea because so many of the residents communicate through social media. Selectwoman Day stated she thought it was a good idea. Further discussion was held. DPW Buildings & Grounds Manager, Rick McQuade joined the meeting. Mr. McQuade provided some background on the Facebook page hosted by the Greenfield Fire Department. A discussion about a messenger feature followed and the Selectboard agreed that the page should not include the messenger feature and would function as a brochure page only. At the conclusion of the discussion, Selectman Marshall made a motion to approve a DPW Roads Facebook page. The motion was seconded by the Chair. On a roll call vote the Board voted 3-0 in favor. At 6:05, Mr. Morris thanked the Selectboard and left the call.

At 6:08pm, Diane Boilard joined the call.

6:00 PM: David Martin, EMD

At 6:08pm, David Martin came forward regarding a recent meeting of the Greenfield Emergency Response Team (EMRT) and their decision to put forward Mr. Martin as Liaison to the Selectboard in place of Selectwoman Karen Day. The Town Administrator explained, for the purpose of having a baseline for a discussion, that in the past, liaisons to Boards and Committees have been Selectboard members assigned by the Board. The reason for there to be a liaison is to provide the Selectboard with updates on issues that relate to the Board’s management of the prudential affairs of the town (RSA 41:8), as the Board would have more familiarity with legal and liability issues to that end than members of other Boards and Committees. In the case of the Emergency Management Response Team it was noted that Selectwoman Day has twelve years of experience as a Selectboard member and the Board could rely on that experience. Mr. Martin responded and referred the Selectboard to minutes of the EMRT meeting held on April 18th. At the conclusion of the discussion that followed, Selectman Marshall stated that in his eyes, the liaison position provides for five functions: 1) to meet regularly with the Board, 2) to share information with the Board, 3) to report the plan of operations to the Board, 4) to take input from the Board to the EMRT, and 5) to coordinate accurate information between both teams. Selectman Marshall stated that if Mr. Martin can perform those five functions then he could function fine as a liaison. Selectwoman Day added her thoughts about the EMD as liaison and the Chair stated that the Board could set aside a time in each Selectboard meeting for the EMD to make reports. On the basis of the foregoing, the Chair made a motion to approve the appointment as forwarded by the EMRT and to appoint the Emergency Management Director as Liaison to the Selectboard during the period that the EOP is active. The motion was seconded by Selectwoman Day. On a roll-call vote the Board voted 3-0 in favor of this advisory appointment role. Next there followed a discussion about a proposed flyer from the Selectboard and the EMD regarding town departments. The information in the flyer was initiated by the Chair. A discussion about the flyer was held. The flyer contains departmental information on one-side and information from Monadnock Hospital and guidelines from the CDC on the reverse.  The flyer is suitable as a reference for services being provided by the town. EMD David Martin stated that he was fine with the Board removing the reference to the EMD in the letterhead if they wanted to push the information out to residents quickly. Selectwoman Day stated that the town has a Public Information Officer and the flyer should be run by the EMRT. She volunteered to bring the flyer to the EMRT and bring a response back to the Selectboard.

Next the Selectboard discussed the volunteer positions outlined in the Greenfield Emergency Operations Plan, with the EMD. Specifically, the Board requested information from the EMD relative to a recent email that he sent in which a resident in town has stated that she is not interested in being part of the town government but just wants to help as a volunteer. Mr. Martin stated that Karen Nadeau has declined the position of Volunteer Coordinator in favor of remaining an independent volunteer out in the community. In this way, Mr. Martin explained that she would have no coordination from the town and would not be rostered by the Emergency Manager or within the Fire Department. Mr. Martin explained that he was OK with this decision and has since evaluated the number of volunteers in the community. There are enough volunteers within the community that he feels that he does not need to have a Volunteer Coordinator, nor does he feel the need to appoint volunteers under the umbrella of the town. He stated that at the current point in time he has only activated the Emergency Support Functions (ESF) associated with Fire, Medical, Police and the EMD team and has not needed to activate ESF #14 or any of the other ESFs.

Next the Selectboard and the EMD discussed recent notification at the State level of the FEMA funding that is available. Webinars for FEMA response are scheduling. The Town Administrator and the EMD will be the points of contact to coordinate the expenses. The Treasurer can be added to the oversight at a later point, once the first webinars are completed and the Town is registered with the Department of Safety, Emergency Management program. Mr. Martin stated that the town is being very pro-active. He gave a report on the tracking for medical supplies purchased and items for the Greenfield Emergency Operations Center.  At the conclusion of the discussion, Mr. Martin thanked the Board for their time and signed off the call.

At 7:43pm, Selectwoman Day took up a discussion on the virtual meetings and the need for cell phone minutes. At the last call, Selectwoman Day’s phone dropped the call just before the adjournment vote because she had run out of minutes on her trak-phone. After some discussion it was agreed that the Selectboard would reimburse Selectwoman Day in the amount of $20.00 a month so that she could purchase an unlimited cell phone plan. Selectman Marshall made a motion to provide $20.00 a month to Selectwoman Day, to paid out of Selectboard Expenses in the Executive Budget. The motion was seconded by the Chair, and on a roll-call vote, the motion passed 3-0 in favor.

Lastly, the Selectboard discussed the need to hold a non-public meeting on Monday, April 27th to discuss a personnel matter, which includes information relative to emergency planning. The Board requested that a meeting for 9:30AM and for 1:30PM be posted for April 27th.

At 8:01pm, Katherine Heck, Treasurer joined the call. She explained that she is working on a cashflow worksheet that she will forward to the Board. There followed a discussion about the 2020 budget, the possibility that it may become necessary to curtail spending to such an extent that the Board may want to review the authority outlined in RSA 32:7,(5). This RSA allows the Selectboard to vote to encumber funds to apply the following year, for Special Warrant Articles. 

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.