May 19. 2014

Town
of Sullivan, NH Board of Selectmen


Meeting Minutes May 19, 2014 – 6:30 PM

Sullivan
Town Hall

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

Department
heads present: Al Henry, Fire Chief

Other
staff: Jessica Nichols, Administrative Assistant

Public: Jeremy
Kinson

  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 5, 2014 meeting. Mark Paquette seconded the motion and the
    minutes were unanimously approved. Gary Patnode made a motion to
    approve the non-public minutes of the May 5, 2014. Mark Paquette
    seconded the motion and minutes were unanimously approved.

  1. DEPARTMENT
    HEADS: see below

  1. SELECTMEN’S
    BUSINESS:

  1. Fire
    Chief Al Henry through discussion with Liz Lufkin from the NH
    Homeland Security/Emergency Management would not be in attendance as
    scheduled. Chief Henry stated that the intent of her visit was to
    discuss the work she is doing to get a grant to update the Hazard
    Mitigation Plan last updated in 2010. Chief Henry explained that if
    we are not awarded the grant, we would be in a cost share with
    Southwest Regional Planning. Instead of monetary cost sharing, the
    Town’s Emergency Management Committee’s volunteer hours would
    count.

Chief Henry presented to the Board that he will be
preparing a request for disbursement of funds for the 5.35 acre burn
on Bowlder Road on May 12, 2014. He will be providing the Board a
flow sheet of how payment is received and disbursed from the forest
fire equipment liability trust fund. There were nine towns that
assisted with mutual aid for that incident.

Lastly, Chief Henry requested that he have a copy of the
School Board’s room key in the basement of Town Hall, as he has no
access to the Emergency Management office any longer. A copy of the
key will either be stored in the Knox Box or he will keep personally.

  1. Ms.
    Merrifield proposed to the Board a volunteerism policy for the Town.
    The policy was reviewed by the Board and it was agreed to discuss
    further at the next scheduled Selectmen’s meeting. In the
    interim, Ms. Merrifield will be contacting Randy Smith, Al Henry and
    Mary Hull within the Town offices to review the policy. Jessica
    Nichols will be contacting the Town’s insurance carrier on
    clarifying some questions on volunteer coverage.

  1. Ms.
    Merrifield proposed to the Board some improvements to the current
    Building Permit Application and checklist. Changes were approved by
    the Board. The revised application will be published on the Town’s
    website.

  1. Ms.
    Merrifield proposed to the Board a process for driveway apron money
    held in escrow. She reported that Steve Hamilton from the Planning
    Board has visited open driveway apron situations recently. The
    policy can be referenced to the Sullivan Driveway Regulations,
    Article V. She will be attending the next Planning Board meeting
    and introduce the procedure explaining their responsibility in
    collecting the escrow funds, and for them to form a consensus on how
    to remedy five properties that have funds lingering in the driveway
    apron account. She further explained the options for uninstalled
    aprons. They are as follows: One being if not installed and the
    lot has been developed, notify each owner of their obligation to
    install the apron within 30 days otherwise the Town has no choice
    but to use the funds left in escrow to install an apron. Second
    being if not installed and the lot has not been developed, notify
    the owner the driveway permit has expired. Give the owners an
    opportunity to apply for an extension within 30 days. If no
    extension is applied for, then driveway permit expires and the owner
    would need a new driveway application. The Town would return funds.

  1. The
    Board reviewed and signed the timber tax warrant for the John Bolles
    cut. Ms. Nichols to send report of cut to the DRA and pass the tax
    bill to Mary Hull.

  1. By
    way of the Town Clerk/Tax Collector, Mary Hull, a Junkyard Permit
    for Cruiser Creations was reviewed and signed by the Board. It was
    discussed that renewals are filed at the Town, but initial
    applications must go through the DES. Ms. Nichols will return the
    signed form to Ms. Hull for filing.

  1. By
    way of the Town Clerk/Tax Collector, Mary Hull, a re-appointment
    letter was reviewed and signed by the Board for the Deputy Tax
    Collector. Ms. Nichols will return form to Ms. Hull.

  1. The
    Board reviewed and approved a letter for purposes of removal of a
    property tax exemption. Ms. Nichols to sign and mail to resident.

  1. The
    Board reviewed a letter of termination for the former Administrative
    Assistant. The letter was reviewed and signed by Chairman Patnode.
    Ms. Nichols to mail out.

  1. By
    way of the Planning Board secretary, Ann Sweet, meeting minutes from
    the April 2, 2014 meeting were reviewed by the Board.

  1. By
    way of the Joint Loss Management Committee member, Jessica Nichols,
    meeting minutes from the May 16, 2014 meeting were reviewed by the
    Board.

  1. Ms.
    Nichols informed the Board that there had only been two responses to
    the Overseer of the Poor position vacancy following her mailings.
    While one person has already responded in the negative, another
    resident has shown interest. Ms. Nichols is to follow up on the
    Board’s request to meet soon with the interested resident.

  1. Ms.
    Nichols presented to the Board the semi-annual property tax warrant
    for review. It was approved and signed by the Board. Ms. Nichols
    to pass the tax warrant to Mary Hull.

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

General discussion ensued. The Board requested that Ms.
Nichols inquire with the Health Officer on the update of the
anonymous letter sent by a resident in regards to the South Road
property with a rodent problem. The Board inquired with Ms. Nichols
to see if there was an update as to when the Highway, Town Hall, and
shared Fire/Library septic tanks were last serviced. Through
research, the Highway and Town Hall were last serviced in 2012. The
last known service on the shared septic between the Fire Department
and Library was back in 1998. Ms. Merrifield requested that Ms.
Nichols draft a letter to People’s United Bank, which the Town
holds general funds with, with the purpose of authorizing herself and
Ms. Nichols to receive and discuss information as it relates to all
Town of Sullivan bank accounts, with the exception of writing checks
and performing bank transfers. Ms. Merrifield was tasked by the
Planning Board with the update on the Town’s master plan regarding
the Police Department and Town Hall. Chairman Patnode will be
reviewing and noting any adjustments needed. Ms. Merrifield
discussed with the Board that there is a pool of money in a PDIP
account that holds Land Use Change Tax money. There is existing
money in the Town’s general funds that needs to be transferred to
PDIP. Ms. Merrifield will contact the Conservation Committee with
some recommendations on the policy of transfer of funds. Just prior
to the meeting, Mr. Creasy from Otterbrook Construction brought in
the bill for work done at the Library. Ms. Nichols requested that he
submit an estimate for the work on the generator pad, front steps,
and main hall soft spot previously discussed by the Board.

Jeremy Kinson came before the Board in reference to
follow up on the timber tax previously inquired for his property. He
stated that both Jesse Bushaw from the DRA and Forrest Ranger Matt
Apgar visited his property, and explained to them that he is not
subject to a timber tax because he states that his timber cut falls
under a land conversion. Ms. Merrifield reiterated to him that the
letter sent was an inquiry to his timber cut. He also questioned the
Town’s septic plan review policy. Ms. Merrifield explained to Mr.
Kinson that Sullivan requires septic plans be submitted to the
Selectmen before submittal to the DES. She furthermore explained
that one of the key reasons for review by the Board is to ensure that
the septic plan meets Sullivan’s setbacks and any other local
ordinance in place.

  1. OLD
    BUSINESS: None

  1. ADJOURNMENT:
    MOTION: Gary Patnode moved to adjourn the meeting at 9:36 PM

SECOND: Laura Merrifield seconded the motion

APPROVED: Unanimously approved

  1. NON-PUBLIC:
    None

Respectfully
Submitted,

Jessica
Nichols

Administrative
Assistant to the Board of the Selectmen