August 3, 2015

Town
of Sullivan, NH Board of Selectmen

Meeting
Minutes August 3, 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:
Dale Meuse

Energy
Committee: Ann and Roger Sweet, Jeff Brooks, Paul Bolduc and Bob
Switzer

  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 July 20th regular
    meeting as written. Laura Merrifield seconded the motion and the
    minutes were unanimously approved. Gary Patnode made a motion to
    approve the minutes of the July 20
    th
    Non-Public meeting as written. Laura Merrifield 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 five different properties. Three
property owners are making payments and their payment arrangements
with the town will continue. There are two property owners that Mary
will speak with again and she will meet with the Board at their next
meeting with any additional information.

  1. SELECTMEN’S
    BUSINESS:

  1. Energy
    Committee-Energy Audit Recommendations:

The
Energy Committee came before the BOS to deliver their recommendations
and estimates for the insulation and heating improvements at Town
Hall. They shared potential options ranging from replacing
thermostats and insulating to a complete replacement of the heating
system with new duct work and programmable thermostats. The furnace
is 19 years old and has a “lifespan” estimate of 20-30 years.
There are risks to waiting too long if the furnace fails. There are
also available rebates from Eversource. The committee and the board
talked about how to finance these projects, waiting until Town
Meeting to request funds, main priorities and requesting bid
proposals from at least three vendors if replacement is chosen. The
Energy Committee recommends adoption of the proposal in its entirety.

  1. Dale
    Meuse-Building Permit Application:

-Dale Meuse who
resides at 117 Gilsum Road submitted a building permit application
for a garage which was reviewed and approved by the Board.

  1. Town
    Hall project responses:

The
town office hasn’t received any responses to the handicapped ramp
and front step projects. Gary Patnode will contact another
contractor who he knows and let Laura Merrifield know if that person
is interested. If not, she will contact Chris Robbins again. The
priority is the handicapped ramp which has to get fixed.

  1. Water
    testing results/proposal: Green Mountain Well Co., Inc.:

-Rich
Chevalier from Green Mountain Well had taken water samples from the
buildings and has indicated twice that he was interested in and going
to submit a proposal. Kate will call to check on the status of the
proposal again.

  1. Melanson
    Heath&Company “Management” letter:

The Selectmen
reviewed the management letter. Kate will contact the Library
Treasurer to confirm bank statement cut off dates. Kate will contact
Melanson Heath to get supporting documentation on the following noted
deficiencies: Pay Rate documentation (specific examples), Monitor
Cash Collateralization (which accounts exceed FDIC coverage?) and
Vendor Disbursement Documentation (specific examples). There is an
Investment Policy in place which Kate will send to Melanson and the
Treasurer has surveyed local banks regarding the Town’s federal
identification number. Selectman Merrifield believes that some of
these issues have been fixed. However, at the least they should be
off the Management letter in 2016.

  1. Financial
    Bookkeeping Services response:

-There
was one letter of interest with resume in response to the bookkeeping
services RFP. Discussion followed about different options including
moving the services to a new company, staying with MRI and hiring a
part-time bookkeeper for the town office. The Selectmen decided that
they will remain with MRI through the balance of the year and ask for
a contract with an automatic renewal. Laura will locate the old
contract and Kate will contact Don Jutton at MRI to renew.

  1. Purchasing
    Policy-Begin Review:

The
Selectmen reviewed two sample policies provided and made
changes/adaptations for the Town of Sullivan’s use. Due to the
late hour, it will be finalized at the next meeting. Kate will put
together what was completed for further discussion and review.

  1. YTD
    Budget Review through June:

Again, due to the
late hour,

Chairman
Patnode decided to defer discussion until the next BOS meeting.

  1. Miscellaneous
    File-AA Updates:

Kate
Thorndike brought a few items in the file to the attention of the
BOS. One was a “Motion to Reconsider” (2011 and 2012 Tax
Appeals) filed by PSNH, the next was emailed information about
Fairpoint/PSNH/NHEC 2014 Tax Appeals that will be forthcoming and the
last was the Sullivan School District’s request for an $85,000
distribution from the Tuition Expendable Trust.

  1. Non-Public
    Meeting: RSA91-A:3, II (E) Litigation

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 (10:10) 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:

Kate informed the Selectmen that Chris Therrien from Citizen’s Bank
was interested in meeting with the BOS to discuss their services.
The Library has hired two new employees; Dot Miles and Paulette
Tuttle. Laura Merrifield mentioned the Junkyard renewal permitting
process that she would like to discuss at another meeting.


  1. ADJOURNMENT:
    MOTION: Gary Patnode moved to adjourn the meeting at 10:30 PM

SECOND: Laura
Merrifield seconded the motion

APPROVED:
Unanimously approved

Respectfully
Submitted,

Kate
Thorndike

Administrative
Assistant