May 6 2013

Town
of Sullivan, NH. Board of Selectmen

Approved
Meeting Minutes

May
6, 2013 – 6:30 PM

Sullivan
Town Hall

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

Department
heads present: Karl Wheeler, Randy Smith

Also
present: Aaron Collette, Josh Stevens, Jeff Starcher, John
McNichols, Doug Valley,


Karen Luebkeman, AA

  1. CALL
    TO ORDER: Gary Patnode called the meeting to order at 6:30 PM

MOTION:
Gary Patnode moved to accept the April 29
th,
2013 meeting minutes as
corrected.

SECOND: Laura
Merrifield seconded the motion.

APPROVED: Unanimously
approved.

  1. PUBLIC
    SESSION:

At
the request of the Selectmen, John McNichols attended the meeting to
update the Board on
work
being done at his residence. Mr. McNichols advised the Selectmen
that he is working on his
foundation
and is installing sonotubes now that the weather has allowed work to
resume. Mr. McNichols estimates that he will be putting in
approximately twenty sonotubes for his foundation and currently has
two completed. He is doing the work himself and is doing it as
quickly as he can.

Laura
Merrifield asked about the status of his septic system and was told
that at this time there is no septic system and no running water into
the residence. Gary Patnode reviewed the definition
of
a dwelling with Mr. McNichols. It was determined that Mr. McNichols’
temporary building permit expires on May 20
th,
2013. Mr. McNichols requested an extension of his temporary building
permit to complete the project.

Laura
Merrifield asked if the Selectmen could visit and inspect the work
being done. Mr. McNichols was agreeable to an inspection but
requested that he be there when it occurred. The Board will consider
his request for an extension.

Mark
Paquette excused himself from the meeting at 7:15PM.

Josh
Stevens and Jeff Starcher from K.A. Stevens&Son attended the
meeting as requested by the Selectmen to discuss the Ferry Brook
Bridge Replacement project.

In
reviewing/discussing Eckman Engineerings’s report with the
contractor it was determined that concerns raised in the previous
Selectmen’s meeting had been addressed with the exception of those
dealing with hazard mitigation and compaction of the fill material
surrounding the footings/abutments.

Regarding
the compaction issue the Road Agent questioned the need for a third
party inspection in order to provide documentation to the DOT for
approval of the completed bridge. K.A. Stevens & Son did not
include compaction inspection by a third party in the contract so
this cost would be the Town of Sullivan’s responsibility. Randy
will contact DOT to determine if third party testing is a requirement
for approval of the new bridge by DOT.

The
second concern involved the hazard mitigation (low water crossing)
outlined in FEMA’s Scope of Work documents for the Ferry Brook
Bridge Replacement project. This hazard mitigation was not included
as part of the contract with K.A. Stevens & Son but can be
completed at an additional cost. The administrative assistant will
contact Sullivan’s FEMA representative to confirm that this work
can be added into the contract via a change order.


Eckman
Engineering will be onsite Wednesday, May 10
th
to
inspect the slab portion of the bridge prior to concrete being poured
on Thursday. Eckman Engineering will be present when the concrete
slab is poured.

The
Road Agent discussed the performance of the abutment weepholes when
below the water surface with the contractor.

K.A.
Stevens submitted their invoice for the third progress payment and
advised that the anticipated date of completion for the bridge should
be the second week of June. The administrative assistant will
contact FEMA to coordinate their inspection of the completed project.

Doug
Valley submitted a septic design for a replacement system at 11
Landcruiser Drive which was approved by the Selectmen.

  1. DEPARTMENT
    HEADS:

The
Road Agent submitted the Highway Inventory Form to the administrative
assistant for forwarding to the New Hampshire Department of
Transportation. This document is a record of roads and streets.

The
Road Agent also advised the Selectmen that plastic sleeves for the
overhead light bulbs cited in the 2007 Safety Inspection had been
purchased and installed.

  1. SELECTMEN’S
    BUSINESS:

General
business included approval of payroll and vendor payments and the
review of invoices.

The
following issues were reviewed/discussed:

A
survey report from Eckman Engineering for the Ferry Brook Bridge was
reviewed.

Correspondence
from Avitar Associates regarding Utility Evaluations was reviewed.


A
Corrected Equalization Assessment Notice was received from the
Department of
Revenue
Administration and reviewed by the Selectmen. The administrative
assistant
will
contact DRA to inquire as to the reason for the correction.

The
April 2013 Planning Board Meeting Minutes were reviewed.

The
progress payment for K.A. Stevens & Son for the Ferry Brook
Bridge Replacement
was
approved.

A
letter will be sent to Roland Fernandes to inquire about the status
of his septic system.

A
request from Capitol Indemnification regarding the status of the
Ferry Brook Bridge
Replacement
project was tabled until completion of contracted services.

A
proposal to change the Selectmen’s Meetings from a weekly schedule
to the first and
third
Mondays of each month (beginning May 13
th)
through October 31
st
was
discussed.

MOTION:
Gary Patnode moved to approve the change as discussed.

SECOND: Laura
Merrifield seconded the motion.

APPROVED: Unanimously
approved.

  1. ADJOURNMENT:

MOTION: Laura
Merrifield moved to adjourn the meeting at 9:40PM.

SECOND: Gary
Patnode seconded the motion.

APPROVED: Unanimously
approved.