September 21, 2015

of Sullivan, NH Board of Selectmen

Minutes September 21, 2015

Town Hall

members present: Gary Patnode, Laura Merrifield, Joseph Lewandowski

Heads/Officers: Fire Chief Al Henry and Health Officer Laura


  1. CALL
    TO ORDER: Chairman Gary Patnode called the meeting to order at 6:30
    PM. Laura Merrifield made a motion to approve the minutes of the
    September 14, 2015, meeting seconded by Joe Lewandowski. Two minor
    scrivener errors were corrected and the minutes were unanimously

    HEADS/OFFICERS: Health Officer Laura Lewandowski advised the Board
    she had received information from the State regarding a confirmed
    West Nile Virus case in Keene. She would like to place a public
    notice on the Town website and other locations in town to remind
    people how best to protect themselves. Mrs. Lewandowski will
    contact Mary Hull with the information.


  1. 442
    Valley Road

    - Laura Merrifield reported she had spoken to Donald Robar,
    soon-to-be owner of 442 Valley Road, regarding the use of the camper
    at that location. Mr. Robar said there was occasional overnight use
    of the camper but guests use the house facilities. He also said
    there is no water hookup or discharge from the camper. In the view
    of the Board, the matter is closed.

  2. 34
    Connor Drive

    - A phone call followed by a written communication was received from
    the owner of 34 Connor Drive regarding the condition of and access
    to Connor Drive, a private road. Since the Board has no authority
    to regulate private roads, it will be recommended the parties seek
    legal advice to resolve the issues.

  3. Purchasing

    - Fire Chief Al Henry was present to offer comments on the proposed
    Purchasing Policy. He commended the Board for the effort to codify
    guidelines for purchasing, quotes, and bids. With regard to Section
    XIV, Sole Source Proposals, he stated there were instances where
    certain maintenance certifications are necessary to service certain
    equipment in the Fire Department and the field is somewhat narrow as
    to who is certified to provide the service. Consequently he
    recommends the use of an approved vendor list. He also suggested
    the word “declared” be included on Page 3, Section VI E (second

Chief Henry also
reminded the Board about the upcoming Hazard Mitigation Plan meeting
scheduled for September 24
at 6:30 PM at Town Hall. At this point, Chief Henry left the

The Board continued
discussion on the proposed Purchasing Policy. The Board agreed to
incorporate Chief Henry’s suggestion by amending Page 3, Section VI
E by adding the word “declared”. With regard to Section XIV,
Sole Source Proposals, the Board added language to clarify bid
requirements may be waived, by vote of the Selectmen, as it relates
to the maintenance of equipment requiring expert or certified
technical skills. A new version will be drafted and reissued to
staff for comments.

  1. Tax
    Rate Setting

    – Laura Merrifield reported the MS434, Revised Estimated Revenues,
    as required by the Department of Revenue Administration, had been
    prepared and submitted. While the Town is close to setting its 2015
    tax rate, the Board needs to consider setting aside funds in
    preparation of property tax abatements in the event the Fairpoint
    and Public Service appeals are resolved. It was unanimously agreed
    approximately $15,000 would be designated during the tax rate

  2. Town
    Hall Furnace, Review of RFP –
    Board reviewed and amended a Request for Proposal to replace the
    Town Hall Furnace. The RFP will be mailed during the week with a
    response deadline of October 2.

  3. Town
    Hall Water Filtration System –

    The Board continued discussion on a water filtration system from
    Hellenbrand which includes all Town buildings. The information will
    be considered during 2016 budget preparation. In the interim, Joe
    Lewandowski will be following up on gravity fed, self-contained eye
    wash station for the Highway garage, Gary Patnode will look into a
    “point of use” filtration system for Town Hall and Laura
    Merrifield will contact Primex for specifications on the eye wash

  4. Payroll,
    Vendor Payments and Purchase Orders –

    Approved as submitted.

  5. Miscellaneous

    The Board signed rate of pay documentation pertaining to the
    Overseer of the Poor. The Town will pay annual membership to the NH
    Welfare Association and the NHMA conference fee as it relates to
    Welfare sessions; It was reported the Selectmen’s Institute
    sessions at Antioch are not presently available but may resume next
    year; The Board was reminded of upcoming “Financial Reporting and
    Accountability” training; The Board will be seeking someone to be
    responsible for flag lowering/raising; Laura Merrifield was
    authorized to complete a ballot for the NH Assessors Association
    election; Laura Merrifield mentioned the September 8
    meeting minutes failed to mention the Board had unanimously agreed
    to continue financial services with MRI. She requested those
    minutes be amended by way of mention in this evening’s meeting; It
    was reported Steve Hamilton was not able to prepare his proposal
    regarding the Veteran Tax Credit in time for the September 21
    meeting but he would attend a future meeting to address his

  6. Administrative
    Assistant Applications –

    Resumes were distributed. The Board was asked to review them so
    appointments for interviews can be scheduled.

  1. OLD
    BUSINESS/FURTHER RESEARCH: The Town Hall furnace deadline will be
    added; refinishing floor at Town Hall to be removed and the deadline
    on the A. Jones clean-up will be added.



Patnode moved to adjourn the meeting at 9:10 PM

Merrifield seconded the motion

Unanimously approved


J. Merrifield

Board of Selectmen