May 18, 2015

Town
of Sullivan, NH Board of Selectmen

Meeting
Minutes May 18, 2015

Sullivan
Town Hall

Board
members present: Gary Patnode, Joseph Lewandowski and Laura
Merrifield

Other
staff: Kate Thorndike, Administrative Assistant

Public:
None

  1. CALL
    TO ORDER: Chairman Gary Patnode called the meeting to order at 6:30
    PM. Laura Merrifield made a motion to approve the minutes of the
    May 4
    th
    regular meeting with one change. Joe Lewandowski seconded the
    motion and the minutes were unanimously approved. Chairman Gary
    Patnode made a motion to approve the Non-Public minutes of the May
    4
    th
    meeting. Laura Merrifield seconded the motion and the minutes were
    unanimously approved. Chairman Gary Patnode made a motion to
    approve the minutes of the May 12
    th
    special meeting. Joe Lewandowski seconded the motion and the
    minutes were unanimously approved.

  1. DEPARTMENT
    HEADS: Randy Smith, Road Agent

  1. SELECTMEN’S
    BUSINESS:

  1. Road
    Agent, Randy Smith had several topics to discuss with the Board of
    Selectmen.

  1. He
    presented four quotes for the paving of South Road. There is
    $150,000 budgeted and the price per ton varied from $67.23 to
    $74.45. The discussion covered the completion of aprons, the
    estimate of tonnage which will be calculated at the completion of
    the job, the town’s work to get ready which will take about a week
    as well as Randy Smith’s recommendation to hire Frank W. Whitcomb
    who was the lowest bid and has done good work for the town in the
    past.

  2. He
    presented gravel PO’s for work on South Road and general town work

  3. He
    presented a PO for crack sealing, specifically on South Road and
    Valley Road. He discussed the importance of keeping Valley Road in
    good shape as it is one of the town’s best roads and it really
    should have been overlaid earlier. Water, salt and sand deteriorate
    the roads and make the cracks worse without the sealing. There is
    money in Special Projects for crack sealing. He would recommend
    hiring Bergeron Construction to handle the crack sealing work.
    Laura Merrifield agreed that crack sealing was important but did
    want to comment that the quoting/purchasing procedures need to be
    codified by the Board of Selectmen in the near future.


VOTE:
Selectman Patnode made a motion to accept the paving quote for South
Road

from
FW Whitcomb as submitted: 1518 tons $67.23/ton for a total of
$102,055.14

and
to also authorize Road Agent Smith to hire Bergeron Construction for
crack sealing with both sums coming out of the Special Projects
Highway budget line.

Selectman
Merrifield seconded the motion.
Motion
passed unanimously 3-0.

  1. Randy
    Smith discussed with the Board his concerns about maintaining town
    turnarounds for plowing and road work purposes. He has already lost
    one or two important locations and is finding that more residents
    are concerned about allowing the town trucks access on private
    property. It has and will continue to hinder his ability to serve
    the town properly and efficiently. A general discussion followed
    regarding “grandfathering”, legality of use, Right of way, etc.
    There was a similar situation in the Town of Acworth which went to
    court and that town won. Randy is looking for ideas, information
    and direction on how to address the issue. Selectman Patnode
    emphasized the importance of handling the situation carefully so as
    not to create problems that don’t presently exist. Kate Thorndike
    will call some towns to inquire as to how they handle the issue and
    suggested making a note on the tax cards to inform future owners of
    the turnarounds on the property. Randy Smith will contact NHMA to
    get some more information and he will work on getting the former
    Road Agent, Frank Philbrick to put down in writing his historical
    knowledge of all turnarounds that have been consistently used by the
    town. This will eventually be on file in the town office.

  2. There
    was a discussion about the Highway’s 1957 Austin Weston grader and
    what to do with it since it was just sitting at the garage. The
    discussion covered giving it away, scrapping it, getting it running
    to advertise and the option of a state and/or online auction. There
    was no final decision made and the item will be put on the Agenda
    again further along in the summer.


  1. Selectman
    Merrifield asked that the Board look at the front steps and the
    handicapped ramp projects at Town Hall to begin the process of
    getting them fixed. After a brief discussion, it was agreed that
    Selectman Patnode would write up a brief description of the two
    projects, the Selectmen will forward any preferred vendor’s names
    to Kate Thorndike to compile a list. Kate will contact a handful of
    contractors to inform them of the opportunity to submit estimates.
    Deadline date for submission will be June 15, 2015.

  1. The
    Board signed a state form authorizing payment to the Sullivan
    volunteer fire force for participation in a forest fire in the city
    of Keene. The monies will be taken from the Forest Fire Liability
    and Equipment CRF (4916-960) and returned there once reimbursement
    is received.

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

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

VOTE:
Selectman Patnode made a motion to enter (8:05) Non-Public.

Selectman
Merrifield seconded the motion. Motion passed unanimously 3-0.

VOTE:
Selectman Patnode made a motion to exit (8:15) Non-Public.

Selectman
Merrifield seconded the motion. Motion passed unanimously 3-0.

VOTE:
Selectman Patnode made a motion to seal the minutes from the previous
Non-public meeting. Selectman Merrifield seconded the motion.
Motion passed unanimously 3-0.

General
discussion ensued: Selectman Merrifield mentioned that in addition
to the Town Hall front steps and handicapped ramp that the meeting
room floor was budgeted for refinishing as well. She consulted with
three or four contractors during the budgeting process and wanted to
be sure that when the job gets done, that an experienced refinisher
is hired with adequate dust control.

  1. ADJOURNMENT:
    MOTION: Laura Merrifield moved to adjourn the meeting at 8:20 PM

SECOND: Gary
Patnode seconded the motion

APPROVED:
Unanimously approved

Respectfully
Submitted,

Kate
Thorndike

Administrative
Assistant