October 19, 2015

Town
of Sullivan, NH Board of Selectmen


Meeting Minutes
October 19, 2015

Sullivan
Town Hall

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

Department
Heads/Officers: Randy Smith

Public:
Kate Fuller

  1. CALL
    TO ORDER: Chairman Gary Patnode called the meeting to order at 6:30
    PM. Gary Patnode made a motion to approve the minutes of the
    October 5, 2015, meeting seconded by Laura Merrifield. The minutes
    were unanimously approved. Gary Patnode made a motion to approve
    the minutes of the October 8, 2015, non-public meeting seconded by
    Laura Merrifield. The non-public minutes were unanimously
    approved.

  1. DEPARTMENT
    HEADS/OFFICERS: Road Agent Randy Smith discussed the possibility of
    purchasing a new, larger sander for the 7400 dump truck. The
    existing sander holds 5.5 yards and the new sander would hold 7.0
    yards. He explained a larger sander would allow for a complete salt
    run to be made without having to reload, something that can add at
    least 45 minutes to the route. He suggested the existing sander
    would be traded in and that a representative from HP Fairfield had
    already looked at it to determine what the trade-in value might be.
    While this expense was not considered in the 2015 budget, the Road
    Agent was reaching out to the Selectmen to determine a funding
    source, most likely through the highway operating budget. The Road
    Agent suggested a price for the larger sander would be in the
    vicinity of $10,500 prior to trade. The Board agreed the Road Agent
    should pursue gathering information and reviewing remaining funds to
    see if such an acquisition is possible. More information to follow.

With regard to the
upcoming delivery of the 2016 International Terrastar highway
vehicle, the Road Agent requested initiating a disbursement to the
Trustees. The Board signed the application for payment from the
Capital Reserve Fund (highway major equipment) and will forward it to
the Trustees for their November meeting.

  1. SELECTMEN’S
    BUSINESS:

  1. Follow
    up - 348 Valley Road

    – Chairman Patnode asked the Road Agent for his input on a request
    from the Dunham’s for sharing the cost of tree removal. In
    response to various questions it was learned the trees were in the
    Town’s right of way but were not an imminent danger, no funds were
    budgeted for tree removal and it is the highway department’s
    practice to remove trees in conjunction with a planned project or if
    they fell. It was the consensus of the Board granting the request
    would set a precedent where any property owner might expect the Town
    to cost share even when there are no funds available nor any plan
    for tree removal. Mrs. Merrifield to contact the Dunhams.

  2. Follow
    up – Expiration of driveway permits – Sullivan Center Road –
    Clarification
    was received from the Planning Board who had previously reminded the
    Board no building permits can be issued for two driveway cuts on the
    Sullivan Center Road because the driveway permits had expired. The
    memorandum will be filed in the property folder (map 5, lot 2) and a
    notation on the driveway permit log will be made.

  3. Follow
    up - Town Hall Furnace

    Chairman Patnode reported he had contacted the two companies who had
    looked at the Town Hall furnace replacement (Bergeron and Pinney).
    It was determined both missed the proposal submission date due to
    oversight but he had been successful in obtaining their written
    proposals. There is a vast difference in the price. It is possible
    that one of the proposers based their price on a review of the
    Energy Audit (through the Energy Committee). It was concluded, to
    be fair, Chairman Patnode would make the Energy Audit available to
    the second proposer to be sure they had a full understanding of the
    needs.

  4. Follow
    Up Town Hall Water System

    Chairman Patnode reported the Town Hall well water test concluded no
    bacteria. The results report will be on file. The PUR water filter
    was installed on the faucet in the meeting room.

With regard to the
highway garage eye wash station, Selectmen Lewandowski provided two
options for a gravity fed eye wash station for the highway garage.
The two options will be forwarded to the Road Agent for selection.

  1. Replacement
    of Flag Rope –
    The
    flag rope has rotted. To replace it, a bucket or boom truck is
    necessary. The projected cost is $150.00 to $200.00. The Board
    authorized the expenditure.

  2. Establish
    2016 Selectmen/Department Budget meeting schedule and review of
    memorandum –

    The Board set the following budget schedule for Selectmen and
    Department Heads/Committee Chairs to meet: December 1 –
    Recreation, Conservation, Planning, Highway and Capital Reserves;
    December 8 – Library, Cemetery, Fire and Capital Reserves;
    December 15 – Board of Selectmen, Police/Humane Society and
    Capital Reserves. A memorandum explaining the upcoming process was
    also reviewed.

  3. Payroll,
    Vendor Payments and Purchase Orders –

    Approved as submitted.

  4. Preliminary
    Tax Rate –
    The
    Board reviewed the tax rate setting process and approved the use of
    fund balance to offset a majority of the rate increase as well as an
    allowance for overlay.

  5. Miscellaneous

    General discussion ensued regarding: October 20
    th
    deadline for the newsletter; a ballot vote request from Vantage
    Trust; moving Planning Board files from the Tax Collector’s office
    to a fire-proof cabinet to be located in the main hall; County bond
    re-funding notice; educational opportunities offered by UNH,
    Southwest Regional Planning Commission and NH Municipal Association;
    upcoming November 3
    rd
    Trustees meeting; receipt of September 2
    nd
    Planning Board meeting minutes; and an announcement from DES on the
    consolidation of various programs. The Chairman noted Larson’s
    Property Services is interested in continuing lawn services next
    year.

  1. OLD
    BUSINESS/FURTHER RESEARCH: None

  1. NON-PUBLIC:
    for the purposes of litigation and personnel immediately following

  1. ADJOURNMENT:

MOTION: Gary
Patnode moved to adjourn the meeting at 8:40 PM

SECOND: Laura
Merrifield seconded the motion

APPROVED:
Unanimously approved

Respectfully
Submitted,

Laura
J. Merrifield

Member,
Board of Selectmen