Selectboard Minutes
Minutes
Town of Greenfield
7 Sawmill Road, Greenfield, NH 03047
Selectboard’s Minutes
Thursday, May 21, 2020 – 4:00 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; CJ Hall, Recycling Center Supervisor
Public:
Documents for Review/Approval:
- A/P Check Manifest – 5/20/2020
- Selectboard Minutes – 5/14/2020
Items for Discussion/Signature in the Public Session:
- Emergency Responder Stipends – State of NH GOFERR
- CARES ACT – GOFERR Grant Application and Expense forms
- Revised LLA – Stephenson Memorial Library - update
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. EMD David Martin is home alone.
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.”
4:00 PM: Selectboard Business Meeting
At 4:05pm, Diane Boilard, Chair of the Library Trustees asked to speak about the library and a brief discussion followed. The Trustees are exploring different service models while the stay-at-home order is in effect and have not finalized any concrete plans for re-opening at this time. The Selectboard advised that they have not reached any conclusions and the data isn’t there yet with respect to a re-open plan.
Next the Selectboard discussed the GOFERR Grant Agreement. This grant agreement is required in order to be reimbursed from the State for expenditures related to COVID-19. At the conclusion of the discussion, the Selectboard voted by roll-call vote, pursuant to the provisions of RSA 21-P:43, on a motion by Selectman Marshall and a second by Selectwoman Day, 3-0 in favor of accepting funds up to the total of $42,000 in order to reimburse expenses for COVID-19 related expenses under the GOFERR grant agreement (CARES Act) and to sign the agreement electronically for submission to the State.
It was noted that there was an issue with the Chair’s telephone, which was resolved during the discussion.
Next, David Martin, EMD brought forward some concerns regarding the FEMA grant program. He stated that he was not comfortable handling the grant materials and was concerned that he might make a mistake with a grant submission. After a brief discussion the Selectboard suggested that Doug Batty, EMT be contacted. Mr. Batty wrote the winning grant proposal for the Fire Station exhaust system and may be able to provide some assistance to Mr. Martin for the FEMA Grant. Katherine Heck, Treasurer addressed Mr. Martin’s concerns and explained that the grant programs are all new for everyone on staff so the key is to keep all receipts and document all expenditures. It is important to note that certain types of expenditures are not allowed such as purchases on Ebay, Craigslist, and potentially Amazon. Mr. Martin acknowledged that for certain types of sanitizer, the products are so scarce that when he finds them available at Ocean State Job Lots he buys as much as he can because they are not available elsewhere. Treasurer Heck stated that these purchases should be included in the reimbursement worksheets but he should be prepared if any of the purchases are not allowed because they were not ordered through the town. Treasurer Heck referred to the purchasing policy, which outlines the proper expenditure procedures. She acknowledged that during the pandemic, it could happen that FEMA allows reimbursements of individual purchases that the EMD makes given the scarcity of the products.
Next Mr. Martin gave an update on some of the progress made by the Firefighter’s Association. Selectman Marshall had several questions about the donations of food to the local pantry. Treasurer Heck stated that if there is food products that are left-over they could go to the Peterborough food pantry, which is a registered non-profit that residents can access rather than a local private church function.
Next the EMD discussed an order for hand sanitizer with the State that went unfulfilled. The State is continuing to source sanitizer and will make it available as it can. Mr. Martin discussed several different types of sanitizer and the containers that the products come in.
Mr. Martin reported that there would be no EDDM (flyer) from the Emergency Management Response team this week.
The Selectboard reviewed the Consent Agenda and voted by roll-call vote to approve the Accounts Payable manifest dated 5/20/2020 on a roll-call vote of 3-0
The Board voted to approve the minute taker position for the Library with respect to the disbursement of funds. The vote was 3-0 by roll-call vote.
The Board voted to accept the minutes of the previous meeting, with a motion by Selectman Marshall, a second by Selectwoman Day, and a roll-call vote of 3-0 in favor.
Next the Selectboard held a discussion about town events and summer swimming. It was noted in the previous minutes that the Minutes refer to the Selectboard closing the beach. The Selectboard reached a consensus that they intended that people could use the beach, but it would be Swim-At-Your-Own-Risk.
The Selectboard discussed and agreed that Music on the Common would be cancelled until further notice.
The Selectboard discussed an article by the Board for the Greenfield Spirit. The Board agreed on several edits to the article. The article will appear in the June/July version, which will be printed at the end of the month.
The Selectboard reviewed a Town Office COVID-19 draft planning document submitted by the Town Administrator. The document outlines several sources of information (National Institute of Health - NIH, Center for Disease Control -CDC, and Primex) that outline the spread of COVID-19 occurs in enclosed spaces such as workplaces and some of the engineering and administrative controls that are available to help combat the spread of the disease. The document highlights some of the areas in the Town Office that could be addressed. Currently staff are teleworking, utilizing staggered shifts, and ensuring that there is little overlap of staff in the building at the same time. The Town Office building has some strengths and weaknesses when planning for different types of re-opening scenarios. Case studies provide examples of how easily the disease spreads in enclosed spaces. As such there may need to be a combination of building and work related changes that need to be addressed. Unfortunately the data is still incomplete, although it does seem to be coming into focus. Funding for expenditures on the building could be reimbursed by grant funding including through the Cares Act. The Board agreed to take the document under advisement and to review individually for feedback.
The Selectboard heard that the Library is interested in having the building put on the State historical register.
6:00 PM: C.J. Hall, Recycling Center Supervisor
At 6:08pm, CJ Hall joined the call in response to a concern raised by the EMRT. The EMRT has asked the Board to ensure that no recycling happens at the recycling center and to have the facility focus on “Throw and Go”. Mr. Hall outlined his research into the guidance provided by the Center for Disease Control, which highlights that COVID-19 is thought to be transferred primarily by respiration. He cited the Recycling Center as an outside facility so this lessens the risk to staff. He stated that the CDC indicates that there is higher risk for indoor facilities where people spend a lot of time. He stated that he currently lets everyone know that Throw&Go is an option and about 25% of the residents are throwing everything into the trash. He stated that the weight of the trash has gone up as a result and changes to the Monadnock Disposal trucking schedule will start in the coming weeks to accommodate the increase in trash. The windows to the mixed paper, the glass, and tin cans are open and are still available. He also has started allowing some baling of cardboard based on the CDC’s guidance that the virus doesn’t live on cardboard for very long. Mr. Hall stated that the science of the safety protocols is focused on limited interactions, wearing a face covering, and being outside. He stated that if the work were inside with other people present it might be a higher risk, but he reminded the Board that most of the product has already been sitting at resident’s homes for as long as a week. Therefore, he said the products themselves are already quarantined to some extent. For certain recyclables he has worked with people to leave off bags of aluminum cans and plastics and those get quarantined for a few days before being sorted.
At the conclusion of the conversation the Board agreed that CJ should meet with the Emergency Management Director.
Select Board Business Meeting contd.
Selectman Marshall noted that the Selectmen’s Advisory Committee for ConVal has been rescheduled to May 28th. He asked the Selectboard to schedule that meeting for 4pm so that he could attend the ConVal meeting.
Selectman Marshall asked the Board if they were ready to review the application for permission to fill the drainage ditch and install a culvert at 792 Forest Road by Ray Cilley. The Town owns to the center of the drainage ditch and Fieldstone Land Consultants has indicated that Mr. Cilley will need the Board’s permission in order to move forward. The Board discussed the application and noted a letter from Town Counsel. At the conclusion of the discussion the Board was agreed to provide permission for the work in the drainage ditch. A separate request for access to the back of 792 Forest Road was discussed but will continue as an application for license on an annual basis.
On a motion by Selectman Marshall, and a second by the Chair, the Selectboard voted by roll-call vote 3-0 in favor of providing permission to work in the drainage ditch.
At the conclusion of the discussion the Board agreed to adjourn
Adjournment
At 7:00pm, Selectman Marshall made a motion to adjourn the meeting; the motion was seconded by the Chair. The motion carried 3-0 in a roll-call vote.