Minutes of July 9, 2018

Town of Sullivan, NH 
Board of Selectmen
Meeting Minutes, July 9, 2018
Sullivan Town Hall

Board members present: Laura Merrifield, Jeff Burbank and Marsha Cook 

Department Heads/Officers: Town Clerk/Tax Collector Mary Hull

Staff: Kate Fuller, Administrative Assistant

Public: Mike and Bonnie Blanchard, Sheri Goodrich, Elaine Goodrich and Matt Carothers

CALL TO ORDER: Chairman Laura Merrifield called the meeting to order at 6:30 pm. Marsha Cook made a motion to approve the minutes of the June 4, 2018 meeting, seconded by Laura Merrifield. The minutes were unanimously approved. Marsha Cook made a motion to approve the minutes of the June 18, 2018 meeting, seconded by Jeff Burbank. The minutes were unanimously approved. 


Town Clerk /Tax Collector Mary Hull-Mary presented a warrant for unlicensed dogs for the Board to sign. She presented a lien to be released for a property closing on 211 Apple Hill Road; Laura Merrifield will work with her to review the procedure that has been used in the past to release property improvement liens. 

14 Rugg Road-Discussion with residents-Matt Carothers and Sheri and Elaine Goodrich came in to discuss the parking, trash removal and camper at this property. Mr. Carothers described their plan for improvement including the relocation of the camper, a dumpster and moving the boat that is on the property. He again assured the Board that no one was living in the camper. He thinks that they can make substantial progress by August and they will bring a progress report to the Board at that time.  

Building Permit-garage at 69 South Road-The Permit for this property was reviewed and the requirements of the map reviewed. The owners will come to the next meeting with the outstanding items. 

Building Permit-Pole Barn 153 Bowlder Road-The Board reviewed the application and approved the Building Permit. 

Septic System approval for Grace Scully-166 South Road-The Septic system has been installed and the State permit received. The permit was approved. 

PA-28 Inventory order forms for signature-Signed by Board. 

Capital Reserve deposits for 2018 for review-The list was reviewed and checked against the amounts voted at Town meeting. Two discontinued funds were discussed and they will added to the memo to be removed from the Trustees chart of accounts. 

Acknowledgement of financial reports and adjusting journal entries for May-Acknowledged by the Board. Kate is following up on a transaction adjustment. 

Personnel-The Board discussed a performance evaluation for the Road Agent; it will be conducted in a non-public meeting at 6:00pm July 23, 2018. 

Payroll, Vendor Payments and Purchase Orders-Purchase orders and manifest approved as submitted. 

Miscellaneous/General Discussion
Raffle Permit for a quilt requested by the Friends of the Sullivan Library, signed by the Board.  
E-mail from Hilliare Wilder regarding maintenance costs for a Beaver Deceiver, received. 
Trustee of Trust Funds report for June, received. 
State of NH septic system approval for 375 RT 9, received. 
Town of Sullivan Driveway Committee approval for 375 RT 9, received. 
Drought update from State forwarded by Leslie Casey Planning Board Chair. 
MS-60A, DRA form detailing the Town’s auditor, uploaded into the portal. 
NHMA Policy memo, to be forwarded to the Board by e-mail. 
Personnel Rate Change documentation, received. 
Bankruptcy continuance for 101 Gilsum Road, received. 
Confirmation of any expenses related to current use from Foy Law office for the closing on 79 Ferry Brook Road, reviewed. Kate will pass on decision of no expenses to the lawyer. 
SWRPC Highlights, received. 
Letter from the State of NH Department of Safety regarding the proposed re-adoption of the rules Saf-C 3300 pertaining to modular buildings and building component rules, received. 
Letter from the State of NH Attorney General regarding the partnering of their Charitable Trust Unit with NHMA to continue service, received. 
Kate reported on the property at 34 Connor Drive and updated the Board on the outstanding item on their building permit application. 
Kate reported that the current use application for 79 Ferry Brook Road is waiting on an updated map from the surveyor. The application was reviewed to incorporate some adjustments from the assessor. 
Kate reminded the Board that she would be taking a vacation day and would be late due to an appointment on another day. 
Board of Selectmen-General Discussion
Marsha Cook reported on the water filtration system being purchased for $1800 by the Friends of the Library for the shared well of the Library and Fire Station. She also reported that the Friends were donating additional funds to redo the flooring, toilet and sink in the Library bathroom for a total donation of $3000. 
Laura Merrifield will be beginning her time on the Planning Board in July. 
Laura Merrifield reminded the Board that they had discussed RFPs for a variety of services to be reviewed this year. 
The update of on the Trails Committee was discussed. The parking area clean-up was discussed, Laura Merrifield inquired about site plan review for the parking area and Marsha Cook stated that it has always been a parking area but the Trails Committee wants to clean the area up and designate individual parking spaces. 

MOTION: Laura Merrifield moved to adjourn the meeting at 9:15 pm.
SECOND: Marsha Cook
APPROVED: Unanimously approved.

Respectfully Submitted,

Katherine M. Fuller
Administrative Assistant for the Board of Selectmen