August 17, 2015

Town
of Sullivan, NH Board of Selectmen

Meeting
Minutes August 17, 2015

Sullivan
Town Hall

Board
members present: Gary Patnode, Laura Merrifield, Joseph Lewandowski

Staff:
Kate Thorndike-Administrative Assistant, Mary Hull-Town Clerk/Tax
Collector

Public:
Doug and James Valley, Jim Forest

  1. CALL
    TO ORDER: Chairman Gary Patnode called the meeting to order at 6:30
    PM and made a motion to approve the minutes of the August 3
    rd
    regular meeting with one change. Laura Merrifield seconded the
    motion and the minutes were unanimously approved. Laura Merrifield
    made a motion to approve the minutes of the August 3
    rd
    Non-Public meeting as written. Gary Patnode seconded the motion and
    the minutes were unanimously approved.

DEPARTMENT
HEADS: None

Mary
Hull-Town Clerk/Tax Collector: Tax deeding property updates:

Mary informed the
Selectmen about the status of one remaining property. The Selectmen
did not sign the deed waiver. They instructed Mary Hull to inform
the property owner that if the amount due is not paid; the deed will
be executed at 1:00 on Thursday, August 20
th.

Given the
attendance of Doug and James Valley, Chairman Patnode chose to move
to the “Junkyard Permit Renewal” agenda item.

  1. SELECTMEN’S
    BUSINESS:

  1. Junkyard
    Permit Renewal:

Selectmen
Merrifield explained to Doug and James Valley that there had been a
mistake made in how their permits had been renewed over the last
several years and due to that discovery; the process has been changed
and will require a site visit. She generated a letter to their
attention in preparation for tonight’s meeting to explain those
differences and was happy to have the opportunity to explain it to
them in person. The letter will be forthcoming. Chairman Patnode
asked if they had received a visit from our Avitar. Doug Valley did
not recall Avitar being there recently. He also explained that there
was a 34 x 100 concrete pad awaiting a building and that he would be
in to get a building permit when ready to build.

  1. Purchasing
    Policy:

The
Selectmen reviewed the draft policy as provided and continued editing
for the Town of Sullivan’s use.

Given the
attendance of Jim Forest, Chairman Patnode chose to pause on the
Purchasing Policy review and move to Mr. Forest’s issue.

Mr. Forest was
concerned that there was a significant difference between the
assessed value and appraised value of his property. Selectman
Merrifield explained the abatement process and recommended that the
office contact our assessors, Avitar to request an informal review.
Mr. Forest also questioned Avitar’s practices for doing business.
Kate Thorndike will contact Avitar to request a visit to Mr. Forest’s
property at 267 Centre Street, preferably before/after work or on a
Saturday, if possible.

The Selectmen
continued with their review of the Purchasing Policy. Kate will put
together what was completed for review and approval and will email it
to the Selectmen for review prior to the next meeting.

Given the
attendance of Laura Lewandowski, Sullivan Health Officer, Chairman
Patnode chose to move to 442 Valley Road agenda item.

  1. 442
    Valley Road: Health Concern

There was a brief
discussion about how best to address the concern; either with a site
visit or a letter. Chairman Patnode suggested sending a letter which
he prepared. Selectman Merrifield felt that a site visit was
necessary given the nature of the concern necessitating a more
expeditious response. It was decided that a letter would be sent by
the Health Officer asking for a response by September 7
th.
Kate Thorndike will rework the letter and have it signed by Laura
Lewandowski to mail out.

  1. YTD-July:

The
Board took a quick look at the report and will discuss it further at
their next meeting. Selectman Merrifield requested a copy of the
detail report which Kate will print out.

  1. Melanson
    Heath&Company “Management” letter:

The Selectmen
reviewed the final management letter. One of the auditor’s
recommendations was that Treasurer’s cashbook be formally
reconciled to the General Ledger. Selectman Merrifield suggested
having a meeting between Mary Hull/Tax Collector, Lorraine
Lindamood/Treasurer and Rita Donaldson from MRI to ensure all
reconciliations are happening as they should be. Selectman Merrifield
will speak with Lorraine and Mary about that meeting when she
returns. Also, Kate has set up a meeting for Lorraine with our IT
providers to assist with a technical issue with her computer.

  1. SSD
    Disbursement/process/paperwork:

Kate
confirmed for the Board that the $85,000.00 request for disbursement
made by the Sullivan School District had been processed. This
request initiated from the Trustees of Trust Funds some editing of
paperwork and a codified Deposit/Withdrawal procedure.

  1. Rokes,
    Keith-Tax Abatement Refund:

A check will be
reissued to Mr. Rokes for an overpayment of 2013 property taxes and
sent with a letter of explanation.

  1. Stephen
    Hamilton-Request for Municipal Records:

Mr. Hamilton has
requested some information from the office. He will meet with the
Selectmen on September 8
th
and will be placed first on the agenda

  1. Water
    Testing at town buildings:

Rich Chevalier from
Green Mountain Well has failed to provide the water test results or a
proposal. The immediate concern is the Highway eye wash station and
potable water at Town Hall. The office will look into water delivery
prices. Selectman Lewandowski will look into old town reports to see
if he can find any special warrant articles for the existing water
softening system.

  1. Timber:
    Certification of Yield (Csenge) & Overdue Report of Cut
    (Forsier):

Kate Thorndike
confirmed with Matt Apgar, Forest Ranger that the Report that was
submitted for the Csenge timber cut on Centre Road was correct and
the Yield Tax bill was signed. The Forsier Report was received.

  1. New
    Furnace-Town Hall:

Selectman Merrifield
expressed concern over whether a new furnace should take precedence
over the project to refinish the meeting hall. Gary spoke with the
furnace technician who cleaned the furnace and he confirmed that it
needs to be replaced as soon as possible. It was agreed that there
were available funds and an RFP will be created in the next few
weeks.

General
discussion:

Kate informed the Selectmen that the new Program Administrator for
PDIP needed contact updates. It was decided that Lorraine Lindamood,
Treasurer and Gary Patnode, Chairman of the Board of Selectmen would
be the only contacts. The Selectmen’s intention is to close the
miscellaneous PDIP account and deposit the funds into the General
Fund. Kate will follow up with these changes.

  1. Miscellaneous
    File-AA Updates:

Kate
Thorndike brought a few items in the file to the attention of the
BOS.

  1. Non-Public
    Meeting: RSA91-A:3, II (C) Personnel

VOTE:
Selectman Patnode made a motion to enter (10:05) Non-Public.

Selectman
Merrifield seconded the motion. Motion passed unanimously 3-0.

VOTE:
Selectman Patnode made a motion to exit (10:25) Non-Public and to
seal

the
minutes from that session. Selectman Merrifield seconded the motion.

Motion
passed unanimously 3-0.

  1. Payroll,
    vendor payments and purchase orders were approved.


General
discussion:

Selectman Merrifield informed the other Selectmen about a
special
planning board meeting at 4:00 on August 26
th
at Town Hall with the District 4 DOT engineer

in regard to Centre Road.

  1. ADJOURNMENT:

MOTION: Gary Patnode
moved to adjourn the meeting at 10:36 PM

SECOND: Joe
Lewandowski seconded the motion

APPROVED:
Unanimously approved

Respectfully
Submitted,

Kate
Thorndike

Administrative
Assistant