March 31, 2014

Town
of Sullivan, NH Board of Selectmen

Meeting
Minutes March 31, 2014 – 6:30 PM

Sullivan
Town Hall

Board
members present: Gary Patnode and Laura Merrifield

Department
heads present: none

Other
staff: none

Public: Anne
and Roger Sweet, Butch Brooks and Chip Woodbury

  1. CALL
    TO ORDER: Chairman Gary Patnode called the meeting to order at
    6:30 PM. Gary Patnode made a motion to approve the minutes of the
    March 24, 2014, meeting. Laura Merrifield seconded the motion and
    the minutes were unanimously approved.

  1. OPEN
    SESSION: None

  1. DEPARTMENT
    HEADS: None

  1. SELECTMEN’S
    BUSINESS:

  1. Trustees
    of Trust Funds Roger Sweet, Chip Woodbury and Butch Brooks were
    present at the request of the Selectmen. Gary Patnode explained the
    Selectmen were interested in learning how funds from the Winch Trust
    are disbursed and the inquiry was made in light of limited Town
    resources to those in need of public assistance. Mr. Sweet provided
    a brief history of the Winch Trust which was created in 1848 after
    Esther Winch willed her 103 acre parcel to the Town. The objective
    of the bequest was to provide assistance to the needy from proceeds
    from income generated by the land. He said that many years ago the
    Town derived income from renting the pasture land but in more recent
    years the income from the land is derived from timber harvests.
    The goal of the Trustees is to sustain the principal portion of the
    Trust fund while making some funds available on an as-needed basis.
    The Trustees derived a formula that basically allows a percentage of
    accrued interest to be used when necessary. Discussion ensued
    regarding the administration of the Winch Trust and it was
    determined that in instances where funds were needed, the Selectmen
    would consult with the Trustees for disbursement through the
    appropriate procedure.

  2. Anne
    Sweet had submitted a payment schedule for the Library Insulation
    Project earlier in the day. The total project is $11,850 and the
    request is to disburse $5,100 for materials. The request will be
    processed.

  3. The
    Board reviewed an email from Maria Gavin regarding Scott Alexander,
    Patricia Alexander, Roland Fernandes and Al Jones. As a result, a
    letter will be forwarded to Scott Alexander stating no agreement has
    been reached (re: cleanup); a meeting will be scheduled with
    Patricia Alexander at her home to develop a cleanup plan; Discovery
    process is underway regarding the Fernandes septic (noting the DES
    granted the Fernandes’ an extension to install by May 5
    th)
    and their responses to the Town’s complaint were reviewed; and a
    plan for the removal of trailers and cars from the Jones property
    was approved as submitted (with modifications) by Attorney Gavin.
    Attorney Gavin will be contacted with the direction from the Board.

  4. At
    the request of the Town Clerk, Steven Parker’s appointment to the
    ZBA was approved.

  5. A
    communication from Gary Roberge of Avitar was reviewed relating to
    the Northern New England Telephone Operations 2013 application for
    abatement. Based on his suggested recommendations, the BOA chose to
    write NNET’s tax representative and request further information.

  6. Discussion
    relating to a quote from William Dunton for cleaning Town Hall was
    reviewed. Currently, Town Hall is cleaned every other week but the
    BOS is interested in having some of the cleaning and sanitizing done
    on a weekly basis. At the moment, there will be no change to the
    cleaning schedule but the BOS may explore other options.

  7. The
    manifest from last week’s payroll and a few vendor payments was
    reviewed. Purchase orders, including an amendment to PO 2014041
    were approved.

  8. Chairman
    Patnode approved a letter to two candidates who had received
    write-in votes at the last election for the Overseer of the Poor
    position.

  9. Chairman
    Patnode approved a memorandum to all employees and committee chairs
    regarding the reduced meeting schedule and policy on agenda items.

  10. The
    Board agreed to implement cost of living adjustments as approved at
    town meeting. Mrs. Merrifield will prepare the appropriate
    documentation for the Administrative Assistant.

  11. The
    Board reviewed three applications for the Administrative Assistant
    position. Mrs. Merrifield will schedule interviews for this coming
    Thursday night.

General
discussion included the lack of responses from accounting firms for
payroll and payable administration. Mrs. Merrifield explained that
letters were sent to all of the local accounting firms listed in the
yellow pages. In retrospect a couple of other local firms who were
not in the yellow pages should have been contacted. Since the Board
received no responses, Mrs. Merrifield will telephone a couple of
other firms to see if they are interested.

Mr.
Creasey from Otterbrook Construction, who has done work on town hall
in the past, will be contacted to see if he is interested in giving a
price for three projects the Board received funding for (generator
pad, front steps and main hall soft spot).

Mrs.
Merrifield reported that she had learned from the State timber
appraiser that an intent to cut is not needed when an owner is
converting land (like clearing trees from an overgrown field) so long
as the clearing does not exceed 10,000 MBF and 20 cords in the tax
year.

Chairman
Patnode produced a list of State reports required by the Department
of Revenue Administration to be sure the deadline to submit the
reports is observed.

  1. NON-PUBLIC:
    None.

  1. OLD
    BUSINESS:

  1. ADJOURNMENT:
    MOTION: Laura Merrifield moved to adjourn the meeting at 8:17 PM

SECOND: Gary Patnode seconded the motion

APPROVED: Unanimously approved

Respectfully
Submitted,

Laura
J. Merrifield

Member
Board of Selectmen