Selectboard Minutes
Town of Greenfield
7 Sawmill Road, Greenfield, NH 03047
Selectboard’s Minutes
Tuesday, December 29, 2020 – 5:30 PM
Selectboard: Chairwoman Margaret Charig Bliss, Selectwoman Karen Day, Selectman Robert Marshall
Staff: Aaron Patt, Town Administrator; Rick McQuade, Fire Chief & Buildings and Grounds; Fire Department members: Michael Borden, David Martin, Doug Batty, David Simmons, Chaz Babb,
Public: Diane Boilard,
Wilton Ambulance: Kellie Sue Boissonnault, Paul Branscombe, Sherry Miller, Janice Pack
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. The Mr. Giammarino is in his office at the Police Station, and 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: Wilton Ambulance
The Chair welcomed Wilton Ambulance and Town of Wilton staff to the meeting. Wilton Selectperson Kellie Sue Boissonnault provided introductory remarks followed by an introduction of Sherry Miller the Ambulance Director. Following the introduction, Selectperson Boissonnault provided an overview of the Wilton budget, the Wilton budget process, an outline of how the Wilton Budget Advisory Committee works, and an update regarding a new billing agency that has been hired to manage the billing for the ambulance program. Selectperson Boissonnault explained that previous budgets were prepared that overstated the revenues that the program will generate. This occurred because of some internal confusion about the difference between billed revenues and collected revenues. Billed revenue in the ambulance program for 2020 is approximately $325,000. Collected revenue in 2020 is approximately 65% of that number, or $215,000 to date for the year. The projections for the budget were adjusted with the collected revenue and a new annual figure was calculated. As a result Greenfield’s share of the Wilton Ambulance program fees is $102,895 for 2021 compared to $57,800 in 2020. The number of calls in Greenfield has dropped significantly from when Crotched Mountain Rehabilitation Center was running a hospital. The conversation was followed by a number of questions from the Greenfield Fire Chief, and, from other members of the Fire Department. At the conclusion of the discussion the Greenfield Selectboard Chair asked for an explanation on the progress with a new Addendum C of the Inter-municipal Agreement. A conversation about the service level provided by the program was held. Director Miller stated that she couldn’t provide data on the number of simultaneous calls this year but would be able to provide this information next year. At 6:02, the Wilton Ambulance presentation concluded.
6:00 PM: Selectboard Business Meeting
At 6:08pm, the Chair held a discussion on past due bills from 2019 that were turned in by the Fire Department. Chief McQuade provided an explanation for the past due bills and also for the year’s worth of billing received from the department’s mechanic –“Moto” Maguire. Chief McQuade admitted that he should be doing a better job of tracking the invoices and pledged to do better in the coming year. Selectman Marshall stated that he found the bills from the previous year to be troubling because the town votes on an appropriation which is closed at the end of the fiscal cycle. As such, there is no appropriation for bills from a year ago.
At the conclusion of the Fire Department bill discussion, the Board discussed holding an additional meeting in order to speak with the Moderator and the Town Clerk about how the town should handle Town Meeting this year.
Next the Chair welcomed Police Chief Giammarino to the meeting. Chief Giammarino asked for a non-public session to discuss staffing levels and personnel within the Police Department. The Chair made a motion under RSA 91-A:II a, and, c. The motion was seconded by Selectman Marshall. On a roll-call vote, the Board voted 3-0 to enter into non-public session.
At 8:25pm, the Selectboard voted on a motion by Selectman Marshall and a second from Selectwoman Day to enter into the public session. The vote passed 3-0 in favor. While in the public session the Chair made a motion to seal the minutes under RSA 91-A:III to preserve the effectiveness of the discussion with the Police Chief and prevent damage to anyone’s reputation. The motion was seconded by Selectman Marshall and passed on a roll-call vote of 3-0.
Next the Chair noted a number of contracts that were received in December. These include a contract from Municipal Resources Inc. for a study of the organizational structure of the Greenfield DPW department with recommendations on how to align the department with the goals of the Selectboard for the benefit of the residents. The contract is for $7,500. On a motion by the Chair and a second by Selectwoman Day, the Board voted to accept the contract and encumber funds from the 2020 budget in the amount of $7,500, to come from the 2020 budget: Personnel Administration Benefits line. The vote was called and held by roll-call and passed 3-0 in favor.
The Chair reviewed a contract from Bond Counsel in the amount of $8,000. The contract is for required services that support the Broadband Connectivity Bond. On a motion by the Chair and a second from Selectman Marshall, the Board voted by roll-call vote, to accept the contract and encumber funds from the 2020 budget – from the Personnel Administration Benefits line. The vote was called and held by roll-call and passed 3-0 in favor.
Next the Selectboard reviewed a contract from Mission Broadband in the amount of $5000 to negotiate and review the technical offering of the Broadband initiative with the company chosen by the Selectboard to provide Broadband in Greenfield. On a motion by Selectman Marshall and a second from the Chair the Board voted by roll-call vote 3-0 in favor of accepting the contract and encumbering the funds.
Next the Selectboard reviewed several abatement requests from the Tax Collector. The abatement requests are for corrections due to posting errors, which have gone to Principal in the Tax Collect software and have to be corrected through the abatement process. The Chair noted that these were housekeeping issues and did not constitute actual funds. As such the Board voted by roll-call vote on a motion by the Chair and a second from Selectwoman Day, 3-0 in favor of the abatements.
At 8:55pm, the Selectboard took up a discussion on the Department of Public Works pick-up truck that was diagnosed by Hillsboro Ford with a failed piston. The cost to repair, rebuild, or, install a new motor ranges from $8500 to $9500, in rough numbers. The vehicle is a 2011 model with 122,000 miles and significant body deterioration -and the value of the truck is likely less than the cost of the engine rebuild (the bed of the truck has sheet metal pop riveted across the wheel well on one side to pass inspection). The conclusion is that the truck has reached its end-of-life and the town and the dealership are reviewing whether this is a manufacturer’s issue.
A review of the Ford F250 truck’s role in the town fleet, with gas engine and additional leaf springs installed for use with a sander, was discussed. A comparable vehicle is an F350. The State Bid list was reviewed. The Ford F350 is available on the State Bid list with a diesel engine. The gas version was awarded to Dodge in a 3500 series vehicle. There are no gas versions of the F350 SRW available through the State Bid list. State Bid vehicles are available by special order and will take six months to procure. If the town goes to Town Meeting with a warrant article, the wait time will be nine months or more. A review of NH dealerships found one F350 regular cab truck at Hillsboro Ford. A review of local dealers, which will be confirmed by DPW, found no F350 regular cab vehicles available at Grappone Ford, Best Ford, or Monadnock Ford. The Selectboard discussed the use of Capital Reserve Funds and the extended order time frame. Selectman Marshall noted that the town’s Capital Improvement Plan had scheduled the F250 to be replaced in 2020, but it was moved out due to the need to replace the 6-wheel dump truck.
The primary difference between the State Bid specification and the F350 found in Hillsborough is in the larger engine, bigger rear differential, towing package and larger alternator, which are items that are a benefit given the commercial grade work that is performed in town. The Board reached consensus that the time frame is too long a wait to procure a new vehicle. At the conclusion of the discussion, Selectwoman Day made a motion to waive the purchasing policy due to the scarcity of vehicles and the fact that an in-kind replacement is not available on the 2021 State Bid list and to purchase a 2021 SRW F350 (in Agate Black) from Hillsborough Ford with end of year funds transferred to budget line 4902 Machinery, Vehicles, Equipment in the MS-636 town budget from Personnel Administration Benefits, Other General Government, and General Government budget lines as follows:
General Government – Custodial Services: $ 9,000
Other General Government – Computer and Equipment: $ 5,000
Personnel Administration – Benefits: $25,667
Total $39,667
The motion was seconded by Selectman Marshall. The Board voted by roll-call vote 3-0 in favor of the purchase.
Next the Chair reviewed the business meeting agenda and asked for additional items for discussion. Selectman Marshall brought forward a list of town employees for consideration by the Selectboard for a merit achievement award in 2020. A discussion followed. At the conclusion of the discussion the Selectboard voted on a motion by Selectman Marshall and a second from the Chair to provide merit awards in the amount of $250 to twelve employees and officials. Certificates will be printed and a letter from the Board provided to the staff members commemorating the achievement.
A discussion on the Greenfield Spirit was held. A review of a letter requesting help with a road sign was reviewed next and the Board agreed that the request was regarding a State road and the request should be referred to the State of New Hampshire. The Board discussed holding a separate meeting to finalize the 2021 budget. Lastly, Selectman Marshall asked permission to arrange a Zoom meeting between Sheldon Pennoyer, Town Administrator Patt and himself to discuss fund raising and to report back to the Board. Permission granted.
There being no further business the Board voted to adjourn.
Adjournment
At 9:38 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.