Selectboard Minutes
Town of Greenfield
7 Sawmill Road, Greenfield, NH 03047
Selectboard’s Minutes
Thursday, September 03, 2020 – 4:30 PM
Selectboard: Chairwoman Margaret Charig Bliss, Selectwoman Karen Day, Selectman Robert Marshall
Staff: Aaron Patt, Town Administrator; Rick McQuade, Buildings & Grounds Manager / Fire Chief; Diane Boilard, Library Trustee Chair; David Bridgewater, Library Director; Katherine Heck, Treasurer
Public:
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. The Selectboard members are each home and alone, the Town Administrator is in his office at home and is alone. Rick McQuade is at the DPW office 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.”
5:30 PM: Rick McQuade, Buildings & Grounds Manager / Fire Chief
The Chair welcomed Mr. McQuade to the meeting and asked for an update and recommendation on the air purifiers that the Selectboard has been discussing for town buildings. Mr. McQuade outlined recent conversations he has had with two vendors and explained the differences between AC/Heat Pump stand-alone units and stand alone purification units. All of the solutions are using negative ionization as a basis for air purification. The ion generators help small virus particles to get caught in HEPA filters. A discussion followed and concluded with Mr. McQuade stating that there are still some additional steps that he needs to take in order to make a recommendation to the Board. Diane Boilard, Library Chair stated that the Library has a closed circulating heating system which does not draw air in from the outside. As a result the heating system simply re-circulates the air in the library. She asked that the Selectboard give consideration to this problem in light of COVID-19 when they review mitigation systems for town buildings, and include the library in their discussions. At the conclusion of the discussion, the Selectboard thanked Mr. McQuade for his time.
6:00 PM: Selectboard Business Meeting – Appropriations Review
At 6:05, the Chair welcomed Katherine Heck, Treasurer to the meeting. Town Administrator Patt provided opening remarks to the Selectboard’s review of the 2020 appropriations in light of Emergency Order #56. Emergency Order #56 provides the Selectboard the ability to lower the overall appropriations in order to offset the effects of the global pandemic and economic fall-out associated with COVID-19. The budget, when it was originally crafted, had anticipated a significant amount of revenue - in excess of $1M, to offset the expense side of the budget. As a result of the pandemic, revenues are much lower than anticipated and with the closure of Crotched Mountain there is loss of PILOT and loss of rent for the Old Town Office on top of the weak revenue picture. The economy at the beginning of the year was very strong and that strength collapsed overnight due to the pandemic. The original 2020 budget did have a tax increase associated with a number of projects that the Selectboard had put forward and which the legislative body approved at Town Meeting. Emergency Order #56 provides the Selectboard the ability to revisit the overall budget and lower the appropriations to mitigate the tax impact on residents that may be suffering from the economic fall-out.
The Chair asked Treasurer Heck to provide comments on the revenue picture of 2020. Treasurer Heck stated that she concurred with the revised estimates that have been provided by the Town Administrator. These downwardly revised projections include a 12-18% decrease in vehicle registration revenue that has been forecast statewide. She stated that the financial best-practice is to conservatively estimate revenues, which was done for the 2020 budget in the accounting software, and now the projections need to reflect the overall reduction in revenue that the town is suffering across the board so that an accurate picture can emerge of the potential tax rate. A discussion followed regarding the status of Crotched Mountain. Selectboard members asked about the 2021 revenue and whether the tax base would increase. At the conclusion of the discussion, in which it was agreed that the immediate need is to deal with the 2020 budget, Treasurer Heck left the call to attend a School Board meeting. Following the discussions with the Treasurer, the Board discussed how best to address the 2020 revenue shortfall. Selectwoman Day noted that the increase over 2019 on the expense side is approximately 5.8%. She suggested that Department Heads be approached with a request to ‘give back’ some of their budgets in order to help the town flatten the overall budget. After examining a tax-rate worksheet with projections for an estimated tax at the end of the year, the Board agreed to lower the appropriations so that the projected tax rate would equal the previous year (2019). Selectman Marshall made a motion to reduce the 2020 appropriations such that the tax rate will be equal to 2019. The motion was seconded by Selectwoman Day. A discussion followed about the need to contact department heads, and the amount of fund balance that the Board would use when setting the tax rate. Selectman Marshall stated that he is in favor of voting the top-line figure and letting the Town Administrator and Treasurer determine how the town arrives at the number. It was noted that the 2020 budget was approximately $0.85 higher than the previous year using the conservative revenue numbers in the accounting software. The overall tax rate was originally targeted to increase $0.75 or less than the previous year once all revenues had been collected. Now, with lower revenues, the increase is nearly $2.00 per thousand more than in 2019. Selectman Marshall stated that the vote will provide the goal and how it’s reached will be the subject of a future discussion. At the conclusion of the discussion, the Chair called the vote; by roll-call vote the Board voted 3-0 in favor of a flat budget/tax rate compared to the previous year and for the Town Administrator to bring forward recommendations on how this can be accomplished.
7:00 PM Selectboard Business Meeting (Contd.)
A discussion followed regarding the CARES Act for elections. There is funding in the amount of approximately $3,500 that the town can be reimbursed if it enters into a grant agreement. After a discussion about the grant, the Board voted to authorize the Town Administrator to work with the Chair; to review the grant agreement; to sign electronically; and for the town to submit the grant application if the guidelines can be met.
The Board discussed and approved the Town Administrator to sign off on form 8038-6 for the IRS as part of the Lease/Purchase of the new MACK 6-wheel dump truck, which was approved at Town Meeting.
The Board discussed the GOFFER CARES Act reimbursement program. It was noted that Emergency Services payroll is an eligible reimbursable item. After some discussion the Board agreed that for the 3rd installment of the CARES Act reimbursement that the town would apply the Police Department and other Emergency Services payroll from March 1- August 31. Selectman Marshall made a motion to apply for reimbursement of Emergency Services payroll under the GOFFER CARES Act. The motion was seconded by Selectwoman Day. On a roll-call vote the Board approved the motion 3-0 in favor.
Next the Chair noted that the minutes from the previous meeting need to be accepted. The minutes are from 8/27/2020. Selectwoman Day moved the minutes of 8/27. The motion was seconded by Selectman Marshall. The Board voted by roll-call vote 3-0 in favor.
The Chair stated that the Board shall take a vote on the business items; these are the Payroll Manifest dated 9/04/2020 in the amount of $31,936.88. On a motion by Selectman Marshall and a second by Selectwoman Day, the Board voted by roll-call vote 3-0 in favor of accepting the Payroll Manifest and releasing the funds.
Next the Chair asked for a motion on an A/P Manifest in the amount of $1,280.67. Motion offered by Selectman Marshall, and seconded by Selectwoman Day. On a roll-call vote, the Board voted 3-0 in favor of accepting the A/P Manifest of 9/3/2020 and releasing the funds.
Next the Selectboard discussed whether it was valuable to have the Selectmen’s Advisory Committee minutes for review. This was followed by a request for the most recent Capital Improvements Plan to be posted to the website. Selectman Marshall also offered to start on a draft of a re-opening plan. This was agreed by the Board.
Lastly, Selectwoman Day stated that due to the fact that people may attend the elections without masks, and because of concerns about COVID-19, she would not be available to attend to the polls on September 8th. The Chair stated that it was understandable and that people have to evaluate the risk to themselves and their families. She stated she was certain that this was a difficult choice. The Board urged Selectwoman Day to appoint a deputy to stand-in for her. Selectwoman Day stated that she would do so if she could find someone.
There being no further business the Board voted to adjourn
Adjournment
At 6:49 pm, 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.