February 24, 2014

Town
of Sullivan, NH Board of Selectmen

Meeting
Minutes February 24, 2014 – 6:30 PM

Sullivan
Town Hall

Board
members present: Gary Patnode, Mark Paquette and Laura Merrifield

Department
heads present: Randy Smith, Mary Hull

Also
present: Steve Hamilton

.

  1. CALL
    TO ORDER: Chairman Gary Patnode called the meeting to order at 6:30
    PM. The minutes of the February 17
    th
    meeting were not available in print but will be reviewed at the
    March 3
    rd
    meeting.

  1. OPEN
    SESSION: Tax Collector/Town Clerk Mary Hull presented a service
    agreement and lease agreement for a new Canon copier which was
    discussed at the previous meeting. It was noted that the $276
    annual fee and 30,000 copies per year may not be adequate
    considering the Town’s usage runs about 60,000 per year and copy
    overage costs are $.0920/each. It was decided to further research
    the annual fee of $480 with 60,000 copies and copy overage cost at
    $.0080/each. Once the better deal was determined, Mrs. Merrifield
    was authorized to execute the agreements.

Steve Hamilton distributed a letter and stated he was
invoking his statutory right to apply for property tax abatement as
it relates to a manufactured home the Town taxed as real estate, when
Mr. Hamilton was of the opinion it was inventory. Mrs. Merrifield
gave Mr. Hamilton the State issued abatement application and
requested that it be completed and returned as part of the process.
Mr. Patnode stated there would be no action on the abatement this
evening and it would be forwarded to Avitar.

Mr. Hamilton went on to say that in 2011 he removed a
garage, woodshed and another shed which he reported on his 2012
inventory. He was greatly disappointed that these items had not been
removed from his property record card even though he had brought this
issue to the Town’s administrative assistant in the past. He
wanted to be refunded for the overpayments for the last two years.

  1. DEPARTMENT
    HEADS: Road Agent Randy Smith reported he had received a call from
    Cargill’s billing department regarding an outstanding balance. It
    was agreed he and Mrs. Merrifield would get together later in the
    week to research the issue.

Randy commented the terminals around the State are empty
and there is an official salt shortage. The Town reserves are very
low and will be used for very severe conditions. The road crew will
continue to sand as needed.

Randy noted he passed on the third Csenge curb cut
application to Mr. Hamilton this evening which he had received it in
November.

On the request of the Road Agent, the Board amended
purchase order number 2014027 to BB Chain from $820 to $1,113.

In closing, Randy said there had been a lot of equipment
breakdowns and that significant repair has been occurring. He noted
the Sullivan School yard had been plowed by an unknown party
following the last BOS meeting. The highway department will be
advertising the road postings in the Sentinel (from March 1 to May
15) and will post signs individually as needed.

On a personal note, Randy submitted an Intent to Cut
Timber on his own property. It will be processed at the next
meeting.

  1. SELECTMEN’S
    BUSINESS:

  1. Bureau
    of Highway Design re: Route 9 improvements project – the Board
    will be requesting an April date.

  2. Approval
    of public relations release for the Sentinel and Town website –
    Mrs. Merrifield explained the press releases was the same language
    that will be appearing in the Town newsletter and that as mentioned
    in the planning meeting with the Department of Revenue
    Administration, the BOS had stated it would advertise the upcoming
    revaluation in a variety of places. Since the press release for the
    Sentinel would be at no cost, the Board authorized the press release
    to the Sentinel and forwarding it to the Town Clerk for posting to
    the website.

  3. Warrant
    Articles were reviewed and signed as requested and the Board
    received the MS-7 and MS-27 reports from the Budget Committee.

  4. The
    Board of Selectmen reviewed and approved payroll, vendor payments
    and purchase orders.

  5. The
    Board of Selectmen signed the PA-29 as it relates to a Veteran tax
    credit for Uzdavinis.

  6. The
    Board of Selectmen reviewed and the Chairman signed a letter as it
    relates to the Hull Veteran credit.

  7. The
    Board of Selectmen reviewed resumes for the position of
    Administrative Assistant. In light of the fact that Karen Luebkeman
    had advised at the last meeting she would no longer be able to
    continue in any capacity for the Town, the Board updated the job
    specifications (increased duties and hours) and will re-advertise
    the position. Notice would also be provided to those who already
    submitted resumes to determine if they remained interested in the
    position. The Board also considered the possibility of sending
    proposal letters to local accounting agencies to determine the cost
    of payroll and accounts payable administration.

General
discussion ensued relative to moving away from having public or open
sessions at Board meetings. The idea behind this is to have all Town
business identified on a published agenda prior to Board meetings and
to allow for better preparation about topics or circumstances that
come before the Board. Beginning April 2014, anyone who would like
to bring an issue to the Board of Selectmen would have until the noon
of the Thursday before meetings to notify the Town of their intention
to be heard. Proper notice to the public and other departments will
be forthcoming.

  1. ADJOURNMENT:
    MOTION: Laura Merrifield moved to adjourn the meeting at 8:50 PM

SECOND: Mark Paquette seconded the motion

APPROVED: Unanimously approved

Respectfully Submitted,

Laura
J. Merrifield

Member
Board of Selectmen