December 15, 2014

of Sullivan, NH Board of Selectmen

Minutes December 15, 2014

Town Hall

members present: Gary Patnode and Laura Merrifield

heads present: None

staff: None

Henry “Butch” Brooks

  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 December 8, 2014,
    regular meeting with one grammatical correction. Laura Merrifield
    seconded the motion and the minutes were unanimously approved.



  1. Henry
    Brooks was present at the request of the Board. Chairman Patnode
    explained the Board wanted to suggest a couple of changes to the
    petitioned warrant article Mr. Brooks had submitted which would
    amend the Community Planning Board, Article III, A, 7. The
    suggested changes are:

  • Add
    A, 8 (versus amending A, 7)

  • Change
    the words “shall include without limitation, such as” to “such
    as, but not limited to:”

  • Remove
    “will be allowed” from end of paragraph

  • Add
    a definition for the word “farmer” to Article XI, definitions

Brooks agreed with the suggestions. In accordance with the process,
the Board will forward the newly amended language to the Planning
Board for a public hearing. Mrs. Merrifield noted she had spoken
with Steve Hamilton on Tuesday, December 9
to advise him of the pending petition.

  1. A
    document from Primex regarding Worker’s Compensation Program
    Contribution Assurance Program was signed by the Board and will be
    forwarded to Primex.

  1. A
    document from HealthTrustNH regarding employee health insurance was
    signed by the Board and will be forwarded to HealthTrust.

  1. At
    the request of the Conservation Commission, the Board signed the
    appointment of Lindsay Hamrick to the Conservation Committee.

  1. The
    Board acknowledged a communication from NHDES regarding an
    administrative order (Ouellette and Sons Auto Salvage). It was
    noted documents previously received in September may not have been
    forwarded to the Conservation Commission. Mrs. Merrifield will
    provide copies of both communications.

  1. Chairman
    Patnode reported he had not yet been able to connect with a Roxbury
    Selectmen regarding the older police cruiser. More information to
    come. Mrs. Merrifield reported she had confirmed with an attorney
    at the Local Government Center the Selectmen have the authority to
    dispose of the police cruisers during the year without a vote at
    Town Meeting and funds received must be deposited to the operating
    fund as surplus. Any redirection of received funds would require a
    vote at Town Meeting.

  1. Mrs.
    Merrifield reported on last week’s visit to the snowmobile bridge
    on Price Road. Present were Randy Smith, Paul Yarawski, Roger
    Sweet, Ed Csenge, Ron Robbins, Shawn Violette and herself. The
    town’s concerns were expressed. It was decided to hold off on any
    measures to change the present configuration and wait to see what
    happens in coming high-water events. A letter outlining the visit
    was reviewed by the Chairman and will be forwarded to all attendees.

  1. A
    communication from Attorney Gavin regarding the court’s decision
    on the Scott and Amy Alexander junk yard issue was reviewed. The
    decision was quite favorable to the Town. However, Attorney Gavin
    will seek clarification on three points: (1) completion date for a
    retaining wall made of tires, (2) a date for final inspection to
    confirm clean up, and (3) the building of a Quonset hut must be in
    conformance with Town requirements.

  1. Payroll
    and vendor payments were reviewed and approved.

discussion ensued. Mrs. Merrifield reported she had met with Don
Jutton, a principal of Municipal Resources Inc, earlier in the day to
discuss what they could do for the Town until the Administrative
Assistant’s position is filled. The Board agreed it should work
toward removing payroll, payables and the detailed accounting
functions from the AA position for the following reasons: (1) there
are simply too many duties to be filled in a 20 hour work week by a
single person, (2) the Town’s best interest would be better served
by having continuity and experience in this particular function and
(3) relying on one individual to perform these duties leaves the town
potentially unable to timely pay employees and vendors. The
redirection of these duties could result in the AA job remaining at
roughly 20 hours a week. For the time being, the Board determined it
would seek a temporary, 6 month, service agreement with MRI with them
assuming payroll, payables and accounting services beginning December
Further, MRI would be on site for the first four weeks and then
likely conduct the services remotely. Various processes will need to
be in place for the transmittal of payroll, vendor payments, etc.
The rate will be roughly $95.00 an hour and would include assistance
with the development of a plan to outsource the accounting functions.
It was recognized that while the fee is quite high, it is not
practical, nor fiscally responsible to attempt to fill the AA
position at a time when other critical functions (budget process,
town report) and day to day operations need immediate attention.



Patnode moved to adjourn the meeting at 8:22 PM

SECOND: Laura Merrifield
seconded the motion

APPROVED: Unanimously


J. Merrifield

Board of Selectmen