October 5, 2015

Town
of Sullivan, NH Board of Selectmen

Meeting Minutes
October 5, 2015

Sullivan
Town Hall

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

Department
Heads/Officers: None

Public:
Peggy Dunham

  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
    September 21, 2015, meeting seconded by Laura Merrifield. The
    minutes were unanimously approved.

  1. DEPARTMENT
    HEADS/OFFICERS: None

  1. SELECTMEN’S
    BUSINESS:


  1. 348 Valley Road
    – Peggy Dunham informed the Board she had some trees between her
    wall and the road that needed to be removed. She met with a tree
    removal company who gave an estimate and indicated the trees could
    come down before winter. The day after meeting with the company,
    she spoke with the Road Agent who intended to address cost sharing
    with the Board. However, before that could happen, the company
    removed the trees. In addition to trimming some branches, 6 large
    trees and 1 small tree were removed at a cost of $1,225. The
    Dunham’s are requested a 50% cost share with the town. Discussion
    ensued. Further information is needed from the Road Agent.
    Selectmen Merrifield to follow up and report back at the next
    meeting.

  2. Communication
    – Planning Board Chair

    The Board acknowledged receipt of a communication from Planning
    Board Chair Leslie Casey regarding two driveways on the Sullivan
    Center Road (Csenge). The Board noted the two driveways had been
    cut in and would like to understand what work remains in order for
    them to be complete. The Selectmen’s Planning Board
    representative will follow up and report back at the next meeting.

  3. Town
    Hall Furnace/Bid Opening

    Five proposals were sent. Two companies scheduled a site
    inspection. The deadline to submit a proposal was Friday, October
    2. No responses were received. Earlier in the day the Chairman
    spoke with the companies who had conducted a site inspection to
    determine why they did not respond. One may have inadvertently
    missed the deadline (due to illness) and the other found the
    installation more involved than they were interested in. In light
    of the fact only two companies out of five showed any interest, it
    was determined the Chairman would talk further with the two
    companies to see if he could obtain a proposal.

  4. Town
    Hall Water System/Continued Discussion

    In conjunction with previous discussions concerning water filtration
    systems at Town Hall, Highway, and Fire/Library buildings it was
    determined an interim step will be to install a PUR water filter at
    the Town Hall faucet (meeting room) as well as to conduct a water
    test. It was recognized the commode discoloration will continue
    until such time as a full filtration system can be afforded.
    Chairman Patnode will collect the water sample and then install the
    filter. With regard to the highway garage, Selectmen Lewandowski
    will be following up on the cost and availability of a non-plumbed
    continuous flow eye wash station. Follow up discussion at next
    meeting.

  5. Purchasing
    Policy

    - Final review of the Purchasing Policy resulted in the deletion of
    Section II (definitions) and including “for example: Department
    Heads and Committee Chairs” to Section I. The policy was
    unanimously approved by the Board. It will be distributed to
    departments and committees chairs along with an explanation of when
    a purchase order is not required.

  6. Payroll,
    Vendor Payments and Purchase Orders –

    Approved as submitted.

  7. Administrative
    Assistant Application Review –

    The Board reviewed four applications and established a non-public
    meeting for Thursday, October 8
    th,
    to interview two candidates. Discussion ensued regarding the
    upcoming budget process including the State portal, warrant articles
    and Town report creation and the possibility a new Administrative
    Assistant would be unfamiliar with all the steps necessary to
    complete this important component while learning all of the other
    aspects of the job. While MRI (our financial consultant) is a
    viable resource, the cost would be prohibitive. The Board will be
    considering its options.

  8. Miscellaneous

    General discussion ensued regarding: the Town anticipating
    information from its attorney relative to fees and a repayment
    schedule of those fees; the Town’s assessing agent has estimated
    improvements at the Walters property for taxation purposes; Joint
    Loss Management committee requirements and how the Board can ensure
    the requirements are met since there is no chair (to be discussed
    further); Notice of the upcoming Hazard Mitigation meeting scheduled
    for October 29th at 6:30 PM, at Town Hall; Acknowledged receipt of a
    notice from DES to Cruiser Creations regarding a report follow up
    and noted a credit balance with the Town Attorney.

The Board also
discussed the “agenda request form”. This form is used in cases
where an individual has an issue they would like to bring to the
Board’s attention. The form can be completed by an individual or
with assistance from a Town representative.

  1. OLD
    BUSINESS/FURTHER RESEARCH: None

  1. NON-PUBLIC:
    None

  1. ADJOURNMENT:

MOTION: Gary
Patnode moved to adjourn the meeting at 8:47 PM

SECOND: Laura
Merrifield seconded the motion

APPROVED:
Unanimously approved

Respectfully
Submitted,

Laura
J. Merrifield

Member,
Board of Selectmen