October 6, 2014

Town
of Sullivan, NH Board of Selectmen

Meeting
Minutes October 6, 2014

Sullivan
Town Hall

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

Department
heads present: Randy Smith, Road Agent

Other
staff: Jessica Nichols, Administrative Assistant

Public:
Jeffrey Gaouette

CALL
TO ORDER: Chairman Gary Patnode called the meeting to order at
6:30PM. Meeting minutes from September 15, 2014 were unanimously
approved.

  1. DEPARTMENT
    HEADS: see below

B. SELECTMEN’S
BUSINESS

  1. Jeffrey
    Gaouette, owner of New England Fleet Services, was present to answer
    questions regarding two invoices on the Fire Rescue SUV. He
    proposed, going forward, furnishing semi-annual work estimates for
    Fire vehicles to assist in Town budgeting. He also recommended a
    mechanic or technician inspect vehicles prior to purchase.

  1. Randy
    Smith, Road Agent, presented a purchase order for ledge blasting
    work to be performed on South Road for the reconstruction project.
    He reported he will not be leasing a mower this year, and wanted to
    instead use that money for purchasing winter salt and sand due to
    the increased costs. Another purchase order was presented for
    winter salt. He hopes to start the South Road grinding on October
    9
    th,
    with the possibility of the process spilling into the next week.
    Purchase orders for trucking and gravel were also presented.

Mr. Smith reminded the Board that
a business owner’s driveway permits were soon to expire. It was
suggested he contact the Planning Board as a reminder of these
permits, and to have them check with the State to see if permit
extensions have been requested.

Chairman Patnode inquired with
Mr. Smith if he had been contacted by a concrete contractor in
reference to the Town Hall main entrance step. He reported he had
and will attempt to move the step with his loader to see how it is
attached to the landing. It is most likely that over coating and
shimming that step is the most cost effective approach.

  1. Mrs.
    Nichols presented the Board with some clarification to the Town’s
    volunteerism policy prepared by a risk manager with the liability
    insurance company. It was agreed to remove #7 in the “Volunteer
    Service Agreement and Release of Liability” document. Mrs.
    Nichols will be re-distributing the documents with an explanation to
    the appropriate department heads and committee chairs.

  1. A
    communication from Avitar with regard to a land use change tax
    (Paquette/Plaisted) as a result of the revaluation was reviewed by
    the Board, and a land use change tax lien release was signed. Mrs.
    Nichols will be forwarding on to the Tax Collector for recording at
    the Cheshire County Registry of Deeds.

  1. A
    communication from Avitar with regard to current use classification
    (Swett) as a result of the revaluation was reviewed by the Board.

  1. The
    Town Summary from Avitar was reviewed by the Board.

  1. Mrs.
    Nichols disbursed a five year service agreement from Avitar to the
    Board. Further discussion was tabled until the next meeting.

  1. The
    Board acknowledged a communication from Town Attorney Maria Gavin
    regarding the Fernandes case. Mrs. Merrifield plans to visit the
    property to see if the septic system has been installed by the
    October 9
    th
    deadline, as outlined in the court order.

  1. The
    Board acknowledged a communication from the New Hampshire Superior
    Court with regard to Fairpoint’s case order transfer.

  1. Mrs.
    Nichols disbursed a communication from the auditors to the Board
    with regard to the FY2013 MS-5 financial report, for educational
    purposes.

  1. Mrs.
    Nichols disbursed the basic financial statements and draft
    management letter for FY2013 from the auditors to the Board.
    Further discussion was tabled until the next meeting.

  1. The
    Board acknowledged a mortgage discharge document prepared by Elsie
    Lavanture’s attorney for her Corey Mine Road property. Mrs.
    Nichols will file in the property record file.

  1. A
    septic system approval from the State for the Sims’ property was
    acknowledged by the Board.

  1. A
    septic system approval from the State for the Campbell’s property
    was acknowledged by the Board.

  1. The
    Board acknowledged a signed and stamped septic system application
    and pre-approval form for the Wichland property on Route 9. Mrs.
    Nichols will file the application in the property record file.

  1. The
    Board acknowledged a communication from the Cheshire County
    Sheriff’s Department with regard to discontinuance of the
    emergency stand-alone functionality for isolated phone service.

  1. Mrs.
    Nichols presented the Board with an update on the 2014 tax rate
    setting from the DRA.

  1. By
    way of the Town Clerk/ Tax Collector, a document was signed for the
    appointment of Leslie Casey to the Planning Board.

  1. Mrs.
    Nichols provided an update to the Board on Otterbrook Construction’s
    work at Town Hall. She reported that weather stripping has been
    installed on the front entrance, along with paint priming. She will
    be in contact with Mr. Creassy to schedule the generator shed
    completion, and work on the Town Clerk/ Tax Collector’s door.

  1. Mrs.
    Nichols provided an update to the Board relating to IT work at Town
    Hall. She reported the majority of work slated has been completed.
    A four month service agreement, and three invoices were approved and
    signed by the Board.

  1. Payroll,
    vendor payments, and purchase orders were reviewed and approved.
    The Board reviewed and approved payment of two invoices for New
    England Fleet Services, with the understanding that Fire Chief Al
    Henry approve of payment as well.

General
discussion ensued. By way of the Town Clerk/Tax Collector, Mrs.
Nichols inquired about acquiring a programmable thermostat to control
the heat since the thermostat is in the former Police Department.
Chairman Patnode will look into this. Mrs. Nichols plans to reach
out to the Health Officer for an update on open cases for review at
next meeting. She provided the Board an up-to-date budget versus
expenses report and QuickReport for their review. The Board
acknowledged September 13
th
meeting minutes from the Planning Board.

Based
on information from Mrs. Nichols, Mrs. Merrifield offered to drive by
a property on South Road that appears to have started construction on
a building. She informed the Board of a meeting of the Trustees of
Trust Funds on October 14
th.
She also noted a communication from Property Liability Trust with
regard to Board appointment. She reported that the Current Use
application (Henault) Mrs. Nichols had recently obtained from a
resident needs further research.

Chairman
Patnode reported that he had done some research on the value of the
two former Sullivan Police cruisers. He obtained appraisals from two
dealerships and Kelly Blue Book. He is in hopes to move forward in
the sale of the cruisers after the November election.

C. NON-PUBLIC:
At 9:58 PM, Mrs. Merrifield moved to enter a non-public meeting for
the purposes of litigation. The non-public meeting adjourned at
10:06 PM and it was unanimously voted to seal the minutes.

D. OLD
BUSINESS: None

E. ADJOURNMENT: MOTION: Laura
Merrifield moved to adjourn the meeting at 10:07pm

SECOND: Gary Patnode seconded
the motion

APPROVED: Unanimously
approved

Respectfully
Submitted,

Jessica
Nichols

Administrative
Assistant to the Board of the Selectmen