SEPTEMBER 15, 2014

Town of Sullivan, NH
Board of Selectmen Meeting Minutes
September 15, 2014
Sullivan Town Hall

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

Department heads present: None

Other staff: Jessica Nichols, Administrative Assistant

Public: Dale Freihofer, Barbara Atwood, Peg Martin

CALL TO ORDER: Chairman Gary Patnode called the meeting to order at 6:30PM. Meeting minutes from September 2, 2014 and September 6, 2014 were unanimously approved.

    DEPARTMENT HEADS: see below


    Dale Freihofer presented a completed septic system application and pre-approval form for a replacement system for 264 Valley Road Map 6 Lot 4 owned by Brian Sims. The Board reviewed, signed and stamped the map copies. The septic system application will be filed in the property record file.

    Peg Martin and Barbara Atwood of the Sullivan Recreation Committee came before the Board with questions in regard to the Town Volunteerism Policy. Chairman Patnode explained the implementation of this policy was due to the Town’s liability insurance carrier’s requirement of a more formal written policy. Discussion proceeded with reference to liability of volunteers and participants. Mrs. Nichols will be contacting a risk manager with the insurance company for clarification.

    The Board acknowledged a communication from the State of New Hampshire Department of Environmental Services with regard to an administrative order issued to Delbert Ouellette, Jr. and Marie Ouellette on Bowlder Road.

    A communication from the State of New Hampshire Department of Safety with regard to E 9-1-1 was signed by Chairman Patnode. Mrs. Nichols will forward the signed document.

    The Board acknowledged a proposed order from Cheshire County Superior Court regarding the Fernandes case.

    The Board acknowledged a notice of bench trial from Town Attorney Mari Gavin regarding the Jones case. It was believed to be sent in error.

    A communication from Attorneys Matthew Serge and Robert Upton with regard to Fairpoint was reviewed by the Board.

    The Board acknowledged a communication from the Sheriff’s Department with regard to permitting the use of a gun locker from the former Sullivan Police Department at the Sheriff’s Department.

    The Board acknowledged a communication from the State of New Hampshire Department of Transportation that was sent to abutting property owners of the proposed Route 9 bridge replacement with regard to survey work to be performed.

    A septic system approval from the State for the Donnelly’s was acknowledged by the Board.

    Mrs. Nichols presented the Board the completed MS-5 financial report prepared by the auditors. Mrs. Nichols will be mailing out to the DRA September 16, 2014. Mrs. Nichols, in addition, will be asking for some education and clarification on some figures represented on the report from the auditors.

    Mrs. Nichols provided an update to the Board on Otterbrook Construction’s work at Town Hall. Mr. Creassy completed the front entrance work in time for primary elections. He needs to complete the finishing of the flooring and weather stripping. Chairman Patnode will be contacting a contractor that specializes in concrete work to accomplish the Main entrance step repair and discuss work needed on the wheelchair ramp. Mr. Creassy will complete the generator shed and Town Clerk/ Tax Collector door work.

    Mrs. Nichols provided an update to the Board relating to IT work at Town Hall. Allan and Aaron Treadwell from Twin Bridge Services performed work since the last meeting and continuous work is slated.

    Chairman Patnode and Mr. Paquette reported that they reviewed the proposed wage, salary, benefits, and general information survey to be disbursed to other towns. Some recommendations were noted and Chairman Patnode approved of a letter to be sent long with the survey.

    Payroll, vendor payments, and purchase orders were reviewed and approved. An invoice from New England Fleet Services for work performed on the Fire Rescue SUV was reviewed by the Board. The Board requested that Mrs. Nichols get some clarification from Fire Chief Henry on additional expenses incurred compared to the estimate.


General discussion ensued. Mrs. Nichols discussed needed clarification on payment to the supervisors of the checklist. She also discussed upcoming holiday office hours. Mrs. Merrifield reported that she went through Avitar’s letter from the revaluation field reviews with regard to findings. In most cases they were mapping changes. She also reported that she spoke with Loren Martin from Avitar while she was here for the preliminary property value hearings, and said that everything appears to be in order for the MS-1 to be sent by October 1, 2014.


E. ADJOURNMENT: MOTION: Gary Patnode moved to adjourn the meeting at 9:23pm

SECOND: Laura Merrifield seconded the motion

APPROVED: Unanimously approved

Respectfully Submitted,

Jessica Nichols

Administrative Assistant to the Board of the Selectmen