Selectboard Minutes

Town of Greenfield

7 Sawmill Road, Greenfield, NH 03047

Selectboard’s Minutes

Thursday, October 01, 2020 – 5:30 PM

Selectboard: Chairwoman Margaret Charig Bliss, Selectwoman Karen Day, Selectman Robert Marshall

Staff: Aaron Patt, Town Administrator; Bill Nichols, Moderator

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, which has been recently extended, this public body is authorized to meet virtually.

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. Bill Nichols is at his 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 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: Bill Nichols, Moderator

The Chair welcomed Moderator Nichols to the meeting. The Chair asked the Moderator to provide the Selectboard with feedback about the Primary Election, and explained that the Selectboard is looking for ways to support the election process during the pandemic. The Moderator stated that the Primary went extremely well and that Town Clerk Dorene Adams receives 90%  of the credit for the way that the primary was organized. He also stated that DPW Buildings & Grounds Manager McQuade did a great job setting up the hall. There followed a discussion on the upcoming General Election. The Board asked if the Moderator had looked into having the elections at the Elementary School, or renting a trailer for outside the Meeting House. It was noted that the weather played a big part in the success of the day, but that in November it was likely to be much colder. The Board and the Moderator discussed the cloth face covering mandate in public buildings. The Selectboard outlined their concern for the health of people who are voting, especially high risk groups, and discussed with the Moderator whether an alternative for people who refuse to wear a mask could be arranged. The Moderator stated that there isn’t enough staff to provide a separate voting arrangement for people without masks. Board members related the concerns heard from many people regarding the counting of ballots without masks, and the Moderator stated that he would ensure the wearing of masks inside the building when counting ballots at the end of the night. At the conclusion of the discussion, the Board asked that the Administrator call the school to see if the town can hold the General Election in the Elementary School.

5:30 PM: Selectboard Business Meeting – Appropriations and Consent Agenda

The Chair noted that the Board had voted to start re-opening Town Buildings in phases. A discussion followed regarding communication with staff. Town Administrator Patt provided an overview of the best practices published by Primex and NHMA as part of their re-opening webinar.

Next the Selectboard discussed the upcoming 2021 Budget Season. At the conclusion of the discussion, the Board requested that Department Heads provide an initial budget as if this were a normal year. The budget should cover goals and project expenses. Selectman Marshall stated that he sees the budget process unfolding in two stages -the first stage is to set a baseline for ‘normal’ expenses. If the Board feels that 2021 will be greatly impacted by the pandemic, it may request that Department Heads provide a second budget with reduced expenses. The Board agreed that this was the best approach to an uncertain year.

The Selectboard discussed the Old Town Office and recent conversations with CMRC in which they have outlined their interest in continuing to rent the building until the end of the year. With a potential buyer for the property, CMRC has updated its timeline for exiting the campus and that may not take place until sometime in early 2021.

The Chair opened a discussion on the Consent Agenda. The Board reviewed the Payroll Check Manifest dated 10/02/2020 in the amount of $27,954.30 and on a motion by Selectman Marshall and a second from Selectwoman Day, the Board voted by roll-call vote to accept the manifest and authorize expenditures therein, 3-0 in favor.

Next the Chair requested that the Board review the Minutes of 9/24/2020. On a motion by the Chair and a second by Selectwoman Day, the Board voted by roll-call vote, 3-0, to accept and approve the minutes.

The Board reviewed and accepted an A/P Check Manifest dated 10/1/2020   in the amount of $91.31 and on a motion by Selectman Marshall and a second by Selectwoman Day, voted 3-0 in a roll-call vote to approve the manifest and authorize expenditures of said funds.

The Selectboard reviewed and approved an electronically signed copy General Election notice provided by the Town Clerk.

The Selectboard reviewed and approved an Intent to Cut for R10-7. The Board voted on a motion by Selectman Marshall and a second by Selectwoman Day to approve and electronically sign the Intent to Cut form. The motion passed 3-0 in favor.

The Board discussed an email from Treasurer Katherine Heck. The Treasurer’s department will go over budget in 2020 due to additional demands due to the pandemic. The Board discussed and agreed that the Treasurer should continue to expend funds for her time as needed and the Board would find funding elsewhere in the budget to cover the added expense. The Board tasked the Administrator with making a projection for the overage and providing direction on where to transfer funds from to cover the additional wages, said transfer to happen before the end of the year.

The Selectboard requested that the Town Administrator send out budget season notices to department heads and to put the 2021 budget season on the agenda for the following week.

The Board approved the Spirit and authorized expenditures for mailing the newsletter.

Selectman Marshall had several items for discussion including:

• That the Selectboard make a decision at the next meeting regarding Halloween and Trick or Treating
• The recent communications from NHDES on drought conditions in southern NH, which are worsening as the year progresses. The Board determined that the recent newsletter article was sufficient for the immediate term
• Employee Evaluations – a schedule for evaluations was requested by the Board
• Request for status on the 10-Wheel Dump Truck, which the Board voted at a previous meeting to send to an alignment shop in Massachusetts
• A question on the contract with McGurty Maintenance. It was agreed that the Board would review the bid with B&G Supervisor McQuade.
• A question for Town Counsel relative to whether municipalities can give GOFFER funds to the local school districts
• A question on the exit interview with Glenn Roberge, former Sergeant of the Police Department

Next the Selectboard discussed the holiday season and agreed to purchase cards and gift cards for staff for the Thanksgiving holiday again this year. The Board voted on a motion by Selectwoman Day and a second by Selectman Marshall to expend funds for these purchases. On a roll-call vote, the motion passed 3-0 in favor.

There being no further business the Board voted to adjourn

Adjournment

At 8:20 pm, Selectwoman Day made a motion to adjourn the meeting; the motion was seconded by Selectman Marshall. The motion carried 3-0 in a roll-call vote.