March 28, 2011

Town of Sullivan, N.H. Board of Selectmen

Approved Meeting Minutes

March 28, 2011 | 7:30 p.m.

Sullivan Town Hall


Board members present:

Richard Hotchkiss (chair), Mark Paquette, Bob Thayer.



Also present:

Scott Alexander, Al Henry, Jody McDermott, John Prior, Mark Smith, Karl Wheeler.
  2. R. Hotchkiss opened the meeting at 7:30 p.m.

  3. CITIZENS’ DISCUSSION: Mark Smith asked what zoning requirements he would need to operate a wood processor at 84 Boynton Rd.
  4. R. Hotchkiss said he would require a special exception to operate a business, although certain businesses such as farming or silviculture are exempt. He will need to contact the ZBA and apply for a special exception. He may also require a site plan review by the planning board. R. Hotchkiss said the condition of the road may be a concern.

    M. Smith left the meeting.

    Scott Alexander said he wished to address the letters he received from the town attorney Beth Fernald.

    S. Alexander said he feels he is being singled out in being reported in violation of highways and byways regulations. He said he is struggling since he has performed no business since October, and requested the selectmen rescind the town’s legal action.

    M. Paquette asked if there is any other location S. Alexander might park his trucks until he can come into compliance. S. Alexander said no.

    S. Alexander said the trucks are personal vehicles registered to himself, rather than A&L Trucking, and he should be allowed to use the roads to travel to and from home.

    He said he is unable to move many of his vehicles from his yard because of the snow.

    R. Hotchkiss asked what S. Alexander proposes to do to end the situation.

    S. Alexander said he could move a number of vehicles to the back of his yard once the snow is gone.

    R. Hotchkiss said S. Alexander needs to remove vehicles blocking Monument Road.

    R. Hotchkiss suggested S. Alexander produce a written plan for cleaning up his yard and addressing other noncompliance issues by a stated and reasonable date and return to the board at the next meeting. R. Hotchkiss said the board would then move forward, and wants to work with S. Alexander to come into compliance.

    S. Alexander agreed and left the meeting.

  6. A. Henry presented bills for vehicle inspections requiring a change of business name to New England Fleet Service LLC.

    K. Wheeler left the meeting.

    J. McDermott reported that she made a correction to the fire department Diesel fuel budget to reflect usage of highway department fuel.

    A. Henry left the meeting.

  1. Approval of Minutes:

  2. MOTION:

    R. Hotchkiss moved to approve minutes as amended from the March 21, 2011 Selectmen’s meeting. The amendment adds the following sentence to the end of the paragraph under Old Business:

    R. Hotchkiss said S. Alexander has received a judgment from the Keene District Court, so he should be aware of his legal situation.


    B. Thayer seconded.


    3 yea, 0 nay, 0 abstention, motion PASSES.
  3. Payroll and Vendor Manifest – March 28, 2011: Signed as approved.
  4. J. McDermott asked J. Prior how frequently he wished to be paid for recording meeting minutes. J. Prior said monthly would be fine to decrease paperwork.

    J. McDermott said W.B. Mason picked up the returned time clock but wanted to issue a credit. She told them the town does little business with W.B. Mason and would prefer a cash refund.

    R. Hotchkiss asked J. McDermott to ask Evelyn Hubbel if she would accept a lump prepayment for postage rather than be issued reimbursement checks for very small amounts, such as $1.64 in this case.

  5. Administrative Assistant Position – B. Thayer asked J. McDermott how many hours a week she needs to work in order to perform the duties of administrative assistant for the town. She said she worked far more before town meeting, but normally requires 32-35 hours. This number is within the range of averages for work by administrative assistants in comparably sized towns. J. McDermott said she has learned much about the QuickBooks accounting software. M. Paquette said the conditions of hire were never recorded in any meeting minutes. J. McDermott said she felt out-of touch when not attending select board meetings. R. Hotchkiss suggested she begin office hours at 12 p.m. and stay for selectmen’s meeting.

  6. MOTION:

    M. Paquette moved to ratify that on June 2, 2011, Jody McDermott was hired as the administrative assistant to work an average of 32 to 35 hours per week, recognizing that occasionally more or fewer hours would be required.


    B. Thayer seconded.


    3 yea, 0 nay, 0 abstention, motion PASSES.
  7. Town Hall Cleaning Bids – The board reviewed bids from Franklin Philbrick and William R. Dunton.
  8. MOTION: R. Hotchkiss moved accept the bid from W. Dunton as an independent contractor to clean the town hall twice monthly at $90.00 using his own supplies.


    B. Thayer seconded.


    3 yea, 0 nay, 0 abstention, motion PASSES.
  9. Town of Chesterfield – Second letter regarding Cheshire County budget.


R. Hotchkiss moved to affirm the board’s support of Chesterfield’s efforts to control the county spending.


B. Thayer seconded.


3 yea, 0 nay, 0 abstention, motion PASSES.
  2. None.


MOTION: R. Hotchkiss moved adjourn at 9:26 p.m.


M. Paquette seconded.


3 yea, 0 nay, 0 abstention, motion PASSES.

Respectfully submitted,

John J. Prior

Recording Secretary