July 20, 2015

Town
of Sullivan, NH Board of Selectmen

Meeting
Minutes July 20, 2015

Sullivan
Town Hall

Board
members present: Gary Patnode, Joseph Lewandowski

Other
staff: Kate Thorndike, Administrative Assistant

Public:
None

  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 6th regular
    meeting as written. Joe Lewandowski seconded the motion and the
    minutes were unanimously approved. Gary Patnode made a motion to
    approve the minutes of the July 6
    th
    Non-Public meeting as written. Joe Lewandowski seconded the motion
    and the minutes were unanimously approved.

DEPARTMENT
HEADS: None

Library
Trustees: Chris Pratt, BJ Wall and Marsha Cook

The
Library Trustees came before the BOS to inform them that Denise
McFarland has given her resignation. They wanted the Selectmen to be
apprised of the future plans for the Library which are still under
review. They shared three potential options which are as follows:

  1. Continue
    with the status quo, hiring a new Librarian, etc. However, there
    are some troubling trends indicating lack of patronage and this may
    not make the most sense.

  2. Close
    the Library. However, it does form one of the critical nodules of
    the community and there has been a major investment in the building.

  3. Create
    something totally different for the space such as a Community
    Center.

The
Library Trustees wanted to emphasize what a good job Denise has done
and that the lack of patronage does not reflect on her at all. BJ
Wall shared her opinion that the best thing to do would be to close
the library due to the fact that according to the numbers, 95% of the
people in town are not using the library. 55 people in Sullivan hold
Keene library cards and possibly the town could provide cards to
Keene should they decide to close our library. The Trustees will
keep the Board of Selectmen up to date on what the final decisions
are once they are made. Denise’s last day is on July 25.

  1. SELECTMEN’S
    BUSINESS:

  1. Open
    Grader Bids:

The
Town received two bids for the grader. The first bid that was opened
was from Henry Brooks for $1,508.00 and the second bid was from
Kenneth Buffum for $5,000.00.

VOTE:
Selectman Patnode made a motion to award the town grader to

Kenneth
Buffum for his bid of $5,000.00. Selectman Lewandowski seconded the
motion.

Motion
passed unanimously 2-0.

  1. Town
    Hall Project Responses:

Kate Thorndike
informed the Board that as of this date, no responses had been
received from any contractors. This item will be put on next
meeting’s agenda.

  1. Water
    Testing at Town Buildings:

Rich
Chevalier from Green Mountain Well had taken water samples from the
buildings and was going to submit a proposal. Kate will call to
check on the status of the proposal.

  1. Melanson
    Heath&Company “Management” letter:

The Selectmen
reviewed the management letter. Kate Thorndike suggested that they
get an overview from Rita Donaldson on each of the items of
deficiency. Given the fact that this is the 2014 audit, some of
these items may no longer be of concern. Kate will contact Rita to
make that request.

  1. Overseer
    of the Poor-Appointment:

Kate Thorndike was
appointed as the new Overseer of Public Welfare and will be sworn in
by Mary Hull, Town Clerk tomorrow.

  1. Purchasing
    Policy-Begin Review:

Chairman Patnode
decided to defer discussion until the next BOS meeting when there
will be a complete Board in attendance. The Selectmen will review
both sample policies and come prepared for discussion at the next BOS
meeting.

  1. YTD
    Budget Review through June:


Chairman
Patnode decided to defer discussion until the next BOS meeting when
there will be a complete Board in attendance.

  1. Miscellaneous
    File-AA Updates:

Kate
Thorndike brought two items in the file to the attention of the BOS.
One was a decision from the BTLA on the PSNH/NHEC litigation and the
other was a Mutual Aid Agreement with suggested changes. Kate had
forwarded that agreement to Randy for his review and response.

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

VOTE:
Selectman Patnode made a motion to enter (8:09) Non-Public.

Selectman
Lewandowski seconded the motion. Motion passed unanimously 2-0.

VOTE:
Selectman Patnode made a motion to exit (8:14) Non-Public and to seal

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

Motion
passed unanimously 2-0.

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


General
discussion:

Kate informed the Selectmen that out of all of the
Financial/Bookkeeping Service RFPs that had gone out, there had only
been one response. There was a brief discussion and it was decided
to put this item on the agenda for the next meeting.


  1. ADJOURNMENT:
    MOTION: Gary Patnode moved to adjourn the meeting at 8:20 PM

SECOND: Joe
Lewandowski seconded the motion

APPROVED:
Unanimously approved

Respectfully
Submitted,

Kate
Thorndike

Administrative
Assistant