Selectboard Minutes
Town of Greenfield
7 Sawmill Road, Greenfield, NH 03047
Selectboard’s Minutes
Thursday, July 16, 2020 – 5:30 PM
Selectboard: Chairwoman Margaret Charig Bliss, Selectwoman Karen Day, Selectman Robert Marshall
Staff: Aaron Patt, Town Administrator;
Public: Ned Olney, CEO Crotched Mountain School, Abbe Hamilton, Ledger Transcript Reporter
Documents for Review/Approval:
- Payroll Manifest – 7/16/2020 First Responder Stipend
- A/P Check Manifest – 7/15/2020
- A/P Check Manifest – 7/24/2020 – NH Retirement System
- Intent to Cut – Town Forest
- Timber Harvest Contract – Town Forest
- Selectboard Minutes – 7/13/2020
Items for Discussion/Signature in the Public Session:
- Workplace Policy Enforcement Letter
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. Mr. Olney of Crotched Mountain is alone, Abbe Hamilton of the Ledger Transcript is on the call and alone. The Town Administrator is in his office at home and is 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 has been lifted however, given the headlines where other States are pulling back from re-opening and the virus appears to be surging in many areas, there is a risk that the Selectboard cannot ignore. For the foreseeable future the Board will continue to meet by conference call as a result. 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: Ned Olney, CEO of Crotched Mountain School
At 5:35pm, the Selectboard heard from Ned Olney, CEO regarding the decision in June of the Board of Directors of the Crotched Mountain Rehabilitation Center and Foundation to close down the Greenfield campus. The decision, he said, was incredibly difficult, but in the end there were no other options. For years the facility had been running major deficits and the cost to close the hospital and other service programs amounted to millions of dollars. The Center was already weakened financially when Covid-19 hit. At the time the organization was looking at all options for financial stability but the mountain had one of the earliest outbreaks of COVID-19 and one of the earliest deaths. With the dedication and incredibly hard work by staff the Center was able to keep Covid-19 from spreading and keep it out of the school. However the increased costs and the fact that there would be no new students dealt a final blow to the institution. Three weeks ago in June the vote was cast to wind down the campus and service operations, while there was still enough time to wind down in a professional and safe manner. Residents are scheduling to leave and be off the mountain on or before November 1st and the institution will close out by December 31st. Mr. Olney stated that the organization intends to coordinate with the Town of Greenfield and this includes both the rental of the Adult Day Care and the PILOT, which will be paid through the end of December. Unless there is a sale or lease of the property, TD Bank will become the owner of the property. The Greenfield campus comprises 80% of the overall service program under Crotched Mountain Rehabilitation Center. Future programming decisions will likely happen toward the fall. The intent is for the Foundation/Center to continue to exist in a smaller different form. Currently there are about 80 students, down from 100, and 16 adults on the mountain. The population will continue to diminish incrementally into late October.
Abbe Hamilton requested to pose a question – will TD Bank own all of the properties and buildings on the mountain. Answer – There are 4 mortgage lots that comprise the Center’s campus of approximately 110 acres. There are other properties that are not part of the mortgage.
Mr. Olney closed by stating that he envisions a committee in the near future with the idea of planning a final event to acknowledge in some way the decades of service that has been provided in Greenfield. What this will look like in the time of Covid-19 he wasn’t ready to say.
The Selectboard thanked Mr. Olney for his presentation.
6:00 PM: Selectboard Business Meeting
At 6:03, the Selectboard turned to several business items. The Chair reviewed the Consent Agenda. The Chair noted that the First Responder Stipend grant funds had been received. On a motion by the Chair and a second by Selectman Marshall the Board voted to accept the funds per RSA 21:P-39; with $16,571.49 to Firefighters/EMS and $8,699.99 to the Police Department, totaling $25,271.48, subject to any reconciliation required, in support of the emergency responders of Greenfield. The vote was taken by roll-call with each of the Selectboard members voting in favor. The vote passed 3-0 in favor.
Next the Chair made a motion to accept and approve a Payroll manifest dated 7/16/2020 in the amount of $26,234.86, which includes payroll taxes to the IRS that reimbursable by the Cares Act, from the First Responder Stipend grant program. The motion was seconded by Selectman Marshall. On a roll-call vote the Board voted 3-0 in favor of approving the Payroll manifest of 7/16/2020.
Next the Chair noted that the Board had received an Intent-to-Cut application for parcel R5-18, which is the George Proctor Town Forest off Savage Road. The Chair made a motion to approve and sign the Intent-to-Cut form electronically and to approve the Timber Harvest Contract forwarded by Hunter Carbee for this project and also to sign the contract electronically. The motion was seconded by Selectman Marshall. On a roll-call vote the Board voted 3-0 in favor of approving the intent to cut and timber harvest contract.
On a motion by Selectman Marshall and a second by the Selectwoman Day, the Board voted by roll-call vote to approve the A/P Check Manifests of 7/15 & 7/24 (NH Retirement), and the Minutes of 7/09, 3-0 in favor. The Chair noted that the A/P manifest of 7/15 includes the new ConVal School Payment schedule, with payment in the amount of $251,554.03. It was noted for the minutes that the Board approves the ConVal School Payment schedule and the schedule is hereby incorporated into the Town of Greenfield Purchasing Policy as an exempt payment. It was noted for the minutes that the total amount due to ConVal School District for the ensuing year is $3,018,648,40, or Three Million, Eighteen Thousand, Six Hundred Forty-Eight dollars forty cents with equal payments of $251,554.03 each month.
The Selectboard discussed the minutes of 7/09 and Selectman Marshall proposed that the minutes be accepted for approval subject to the deletion of reference to the possibility of cleaning town buildings with the ozone generator, as that is not the purpose of the kit. This proposal was agreed and the Chair called for a roll-call vote, seconded by Selectwoman Day, and passed 3-0 in favor.
Next the Selectboard reviewed a letter to employees and town officials regarding the Selectboard’s enforcement of the workplace policy that was adopted effective July 6th. The Selectboard deliberated over the language regarding enforcement of the policy. Selectwoman Day asked that the policy be reviewed by Town Counsel and the letter outlining the enforcement parameters also be reviewed. She wondered if the Board needed an ordinance in order to compel the Policy Department to remove members of staff, officials, or the public from public building when they do not comply with the policy. On a motion by Selectman Marshall and a second by Selectwoman Day, the Selectboard voted in a roll-call vote, 3-0 in favor of forwarding the letter to Town Counsel and requesting his feedback on the enforcement of the policy.
The Chair noted that a resident had approached the Town Office and requested the ability to pay off back taxes and requested a reduction in some of the interest associated. Noting that the resident had a significant record of payments, the Board agreed to waive interest and settle the back taxes for the principal, or as close as possible according to the Tax Collector. The settlement to cover the back taxes for R4-50.
Next, Selectman Marshall noted that he had several items for review by the Board. The Friends of the Meeting House have requested that the Board approve the filming of the interior of the Meeting House as part of a grant request effort. After some discussion, Selectman Marshall noted that this was not a request to meet at the Meeting House, but for an individual to visit the building and to film the interior. Subject to the schedule of the Planning Board, and coordination with DPW Buildings & Grounds, the Board was agreeable and reached a consensus that this project could move forward.
The Administrator noted that the ZBA has requested to hold a meeting in the conference room of the Town Office. The Board discussed and noted that they have restricted access to the conference room and that the ZBA shall use the Meeting House and notification should be made to the Planning Board for scheduling courtesy.
Next the Selectboard reviewed an EDDM town-wide mailer of a Broadband Survey as part of the Broadband Committee’s efforts under SB170. The Board approved the mailer and requested it be sent out. This approval requires expenditure, which shall come from the Selectmen’s Executive budget line.
The Selectboard heard an update on the fuel tank installation at DPW. The Department of Environmental Services Above-Ground Tank division is reviewing the request and has asked for more information.
The Selectboard reviewed an outstanding request from 792 Forest Road Properties LLC for access to the back of the property through the Town parking lot on Forest Road. The Board discussed the length of permission that they were comfortable providing. Selectwoman Day noted that the permission should not go beyond the term of the Selectboard members (3 years) as it could be forgotten. It was noted that the permission should lapse so that adverse possession does not take place. At the conclusion of the discussion the consensus of the Board is to provide a two year permission, which shall lapse, and require renewal by the applicant/owner of the property. It was noted that the Selectboard was not in favor of providing an easement to the landowner as this could curtail use of the parking lot for some portion of the lot. At the conclusion of the discussion, the Chair requested a vote. On a motion by Selectman Marshall, and a second by Selectwoman Day, the Board voted by roll-call vote, 3-0 in favor of a two year permission, renewable by the property owner, with such language to be drafted such that the permission shall lapse after the two year period unless renewed in writing.
The Board discussed the Greenfield Spirit coming out in August. The Board discussed providing information about absentee ballots and how to go about the process of registering for absentee ballots in advance of the November election. Selectwoman Day noted that the Town Clerk’s office has provided two notices for the Spirit; one to notice people of the need to register early and another outlining the absentee ballot process. A discussion about absentee ballots took some time as the Selectboard discussed options for voting. The Selectboard discussed recent meetings with the Moderator and how other towns conducted local voting earlier in the year, in response to Covid-19. At the conclusion of an extensive discussion the Board agreed that it was highly likely that the town will need a significant number of absentee ballots. The Board discussed sending out an EDDM specifically in support of the voting process this year and to encourage absentee voting. A possible follow-up EDDM could come later in the year.
There being no further business the Board voted to adjourn
Adjournment
At 8:05pm, Selectwoman Day made a motion to adjourn the meeting; the motion was seconded by the Chair. The motion carried 3-0 in a roll-call vote.