November 3, 2014

Town
of Sullivan, NH Board of Selectmen


Minutes November 3,
2014

Sullivan
Town Hall

Board
members present: Gary Patnode and Laura Merrifield

Department
heads present: None

Other
staff: Jessica H. Nichols,
Administrative
Assistant

Public:
Ann Sweet, Roger Sweet, Jeffrey Brooks, Keith Martin, Peg Martin

CALL
TO ORDER: Chairman Gary Patnode called the meeting to order at
6:30PM. Meeting minutes from October 20, 2014 were unanimously
approved.

  1. DEPARTMENT
    HEADS:

B. SELECTMEN’S
BUSINESS

  1. Roger
    Sweet, Trustees of Trust Funds Chair was present to discuss the
    establishment of an expendable trust for the purpose of special
    education and tuition for the Sullivan School District, which was
    overlooked following the 2013 town meeting. In order to establish
    the fund, the $35,000 received by the Town must be endorsed by the
    Trustees and forwarded to Mackensen, the Town’s trust holders,
    along with the 2013 approved warrant article. Mr. Sweet also said
    he will be attending the next School District meeting to discuss
    administrative work and background of capital reserves and trust
    funds within the Town.

  1. The
    second/final tax warrant for 2014 was signed by the Board.

  1. Steve
    Filipi, the contractor for the Brooks property at 884 Centre Street,
    requested the Selectmen visit the property in accordance with the
    Occupancy Checklist. The date of November 8, at 9 AM was selected.

  1. Anne
    Sweet and Jeffrey Brooks of the Energy Committee presented
    information pertaining to an energy audit proposal for Town Hall.
    Jeffrey Brooks collected the names of several energy auditors and
    after reviewing their credentials and experience, selected the
    proposal from Margaret Dillon of S.E.E.D.S. Discussion ensued
    regarding funding the $1,500 project. Because the building
    maintenance budget has already been used for a variety of intended
    projects it was recommended the Energy Committee consider requesting
    funds in the next budget cycle.

  1. Peg
    Martin, Recreation Committee Chair and her husband Keith came before
    the Board with further questions in regard to the Town Volunteerism
    Policy. Chairman Patnode reiterated that the implementation of the
    policy was due to the Town’s liability insurance carrier’s
    recommendation of a more formal written policy. An amended version
    of the policy had been redistributed after careful consideration of
    requests made by Mrs. Martin and Barbara Atwood several weeks ago.

  1. The
    draft management letter from Melanson Heath was discussed and it was
    determined that Mrs. Nichols will be drafting a formal response to
    the auditors. Once that has been completed the Board will sign the
    financial letter. Mrs. Nichols will then forward to the auditors,
    and thus the FY2013 audit will close.

  1. A
    contract for services for 2015 from the Cheshire County Sheriff’s
    Office was reviewed and signed by the Board.

  1. The
    Board acknowledged a communication from Attorney Maria Gavin with
    regard to clean up at Patricia Alexander’s property. They
    scheduled a site visit on November 8
    th
    at the Fernandes property with regard to septic installation and
    State inspection as requested by Attorney Gavin. The Board reviewed
    a plan for mediation between counsel and Scott Alexander. And a
    settlement agreement was reviewed by the Board for Alan Jones. Mrs.
    Nichols will be in contact with Attorney Gavin for some
    clarifications to report back to the Board.

  1. The
    Board acknowledged a communication from Attorney Gary Kinyon with
    regard to Bruce Antis.

  1. A
    Community Action report from the DRA was acknowledged by the Board
    with regard to Informal Hearings held on September 12 with Avitar.

  1. A
    previously signed Intent to Cut was acknowledged by the Board for
    Deena Forcier.

  1. Mrs.
    Nichols briefly discussed the upcoming budget cycle and confirmed
    department meeting dates.

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

General
discussion ensued. Mrs. Nichols stated that she will be contacting
the SWRPC for an estimated time of completion of the Town tax maps.
She regretted to report that she has not received an update from the
Town Health Officer with regard to open issues as requested. She
presented an amended septic plan for Mark Smith’s property on
Boynton Road received just prior to the meeting, but will need to
review before the Board can approve. Mrs. Merrifield reported the
school building had sold the prior week. She also volunteered to
draft a request for proposal of cleaning services at Town Hall for
the Board to review at a later time. She disbursed a completed
salary survey from information provided from area towns. She also
provided a year to date expense that was compiled from a previously
issued QuickBooks report for consideration.

C. NON-PUBLIC:
None

D. OLD
BUSINESS: None

E. ADJOURNMENT: MOTION: Laura
Merrifield moved to adjourn the meeting at 9:50pm

SECOND: Gary Patnode seconded
the motion

APPROVED: Unanimously
approved

Respectfully
Submitted,

Jessica
H. Nichols

Administrative
Assistant