Selectboard Minutes
Town of Greenfield
7 Sawmill Road, Greenfield, NH 03047
Selectboard Minutes
Thursday, November 19, 2020 – 5:30 PM
Selectboard: Chairwoman Margaret Charig Bliss, Selectwoman Karen Day, Selectman Robert Marshall
Staff: Aaron Patt, Town Administrator; David Martin, EMD
Public: Kent Vincent; Mark Stetson, Avitar Sr. Assessor
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 extended for the 9th time, 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. 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 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: David Martin, Emergency Management Director
The Chair welcomed Mr. Martin to the meeting. Mr. Martin outlined recent discussions about contact tracing in the State of NH. With the State no longer providing contact tracing a discussion about whether or not the town should provide contact tracing for employees was held. The Selectboard requested that the EMD contact the Health Officer. The Town Administrator will draft a proposed outline for contact tracing of employee contacts if a COVID-19 case arises among staff.
6:00 PM: Kent Vincent, Resident
At 6:02 pm, the Chair welcomed Kent Vincent to the meeting. Mr. Vincent outlined his continued concern about the water level at Zephyr Lake. He also voiced concerns about a location on Zephyr Lake Road that appears to be filled in by Greenfield DPW. A memo from Conservation Commission Chair Lessard was provided to the Board members about a personal visit to Zephyr Lake Road. The Board requested that the Town Administrator follow-up with the DPW Road Manager to determine if there were additional steps to be taken with the beaver dams, the issue with Zephyr Lake road, and a question about a neighboring property.
6:45 PM: Mark Stetson, Assessor
At 6:45 pm, the Chair welcomed Mark Stetson to the meeting. The Board has reviewed a contract to hire Mr. Stetson as the town’s assessor starting in 2021. The Town Administrator outlined several changes to the contract that Mr. Stetson had made at the request of the Board. The contract has been reviewed by Town Counsel and the Department of Revenue. The Board concluded the discussion by expressing satisfaction with the contract. Selectman Marshall moved that the Board execute the contract and hire Mr. Stetson for assessing services during the 2021 year as outlined in the contract. The motion was seconded by Selectwoman Day. On a roll-call vote the Board voted 3-0 in favor of executing the contract.
Next the Chair asked for the Board’s acceptance of the Minutes of the 11/12 meeting and provided a motion. The motion was seconded by Selectwoman Day. On a roll-call vote the Board voted 3-0 in favor of the minutes of 11/05.
Selectman Marshall made a motion for the Board to authorize the A/P Manifest in the amount of $98,374.37 dated 11/18/2020. The motion was seconded by Selectwoman Day. On a roll-call vote, the Board voted to authorize the payment to the NH Retirement System.
Next the Selectboard discussed the Consent Agenda and on a motion by the Chair and a second by Selectwoman Day, voted by roll-call vote, 3-0 in favor of a vacation request from an employee of the DPW; a Land Use Change Tax bill for Current Use penalty; and two timber tax bills. The Board tabled a discussion on a re-hire document for Andrew Wood within the Police Department and requested a meeting with the Police Chief.
7:00 PM: Selectboard Business meeting
At 7:00 pm, the Chair made a motion to enter into non-public session for the purpose of reviewing a letter from Town Counsel. The motion was seconded by Selectman Marshall. Under RSA 91:A, II l, the Board entered in non-public session by a vote of 3-0 in favor.
At 8:37 pm, Selectman Marshall made a motion to enter into the public session. The motion was seconded by Selectwoman Day, and passed on a vote of 3-0 in favor. The Chair made a motion to seal the minutes under RSA 91:A, III as the letter is privileged information. The motion was seconded by Selectman Marshall and passed on a vote of 3-0.
While in the public session the Board requested that a non-public meeting be scheduled for a personnel issue at the next regularly scheduled meeting.
The Board agreed to hold a meeting, due to the Thanksgiving Holiday, on Monday, November 23rd at 2pm. The Board requested a meeting with the Town Clerk to go over setting up the Town Offices for appointment-only services by the Town Clerk and the other offices. The Board also requested a meeting with the Police Chief for a personnel issue and indicated that it should be held in non-public session.
Selectman Marshall asked that the Board receive feedback from employees on how things are working in the Town Office now that the employees are back. Selectman Marshall asked that the Board consider creating a plan for the Old Town Office. A strategic plan for the use of the building and considerations such as moving the Police Department to the Old Town Office require a degree of financial planning. Selectman Marshall would like to have a plan in place as the building will revert to the town in January. Selectman Marshall suggested that the Town Clerk and the Municipal Agent visit the downstairs office areas (current Police Department) and look at ways in which this area of the building could serve the Town Clerk’s office.
There being no further business the Board voted to adjourn.
Adjournment
At 8:56 pm, Selectman Marshall made a motion to adjourn the meeting; the motion was seconded by Selectwoman Day. The motion carried 3-0 in a roll-call vote.