July 15, 2019 | Town Admin TOWN OF SUTTON Pillsbury Memorial Town Hall 93 Main Street Sutton Mills, NH Sutton Mills, NH 03221 Board of Selectman July 15, 2019 @ 4:00 p.m. The meeting was called to order at 4:00 p.m. by Dane Headley, Chair. Present at the meeting were: Dane Headley, Chair; Robert Wright, Jr., Selectman; William I. Curless, Selectman; Adam Hurst, Road Agent; Ruth Guin, Newbury Road; and Elly Phillips, Town Administrator. The minutes of July 8, 2019 were approved as written. The non-public sealed minutes were approved as corrected. DEPARTMENT REPORT: At 4:45 p.m. Adam Hurst, Road Agent, met with the Board regarding proposed a paving upgrade of Newbury Road. Mr. Hurst presented an estimate of paving costs for Newbury Road as well as the apron where Newbury Road meets Nelson Hill south. The total of $314,492 for the first phase of the project which would include reclaiming/grading, 2.5 inch winter binder, approximately 50 loads of gravel, replacement of 13 culverts and contracted labor. The top coat would be put on next year for approximately $115,000. Applying the topcoat can be deferred until 2021. However, it would be best to complete top coating in 2020 Mr. Hurst proposed using SB $78,165.17, Blacktop Encumbrance of $139,792.13. The remainder to come from capital reserves. Selectman Wright made a motion to recommend approval of the project as proposed to be funded as follows: using SB $78,165.17, Blacktop Encumbrance of $139,792.13. The remainder to come from capital reserves-Blacktop. Selectman Curless seconded the motion. The motion passed by a unanimous affirmative vote. Mr. Hurst and the Board reviewed the process for using capital reserve funds for gravel upgrade. Mr. Hurst will meet with the Board to discuss his gravel upgrade plans prior to implementing the projects. Mr. Hurst will meet with the Board on July 23, 2019 to discuss the gravel upgrade schedule. Mr. Hurst stated that the town should begin advertising for a new crew member to fill the crew vacancy due to Mr. Bagley’s retirement. NON-PUBLIC SESSION: At 4:57 p.m. Selectman Wright made a motion to enter into non-public session under RSA 91-A:3, II(c) Matters which, if discussed in public, would likely affect adversely the reputation of any person, other than a member of this board, unless such person requests an open meeting. Selectman Curless seconded the motion. The Board was polled with Selectmen Headley, Selectman Wright and Selectmen Curless voting in the affirmative. Public session reconvened at 5:16 p.m. Selectman Wright made a motion to seal the minutes because it was determined that divulgence of this information would likely render a proposed action ineffective. Selectman Curless seconded the motion. The motion passed by a unanimous affirmative vote. REVIEW OF MANIFESTS: PAYROLL MANIFEST: $11,827.50 VENDOR MANIFEST: $22,471.58 BUILDING PERMITS: The Board issued the following building permits: Robert O’Neil, 02-466-487, Jolly Farm Road, Solar Panels Aaron Flewelling, 07-831-509, Boulder Drive, Solar Panels Cynthia Marshall, 09-580-482, Shaker Road, windows and doors Nathan Paddock, 04-207-230, Route 114, for interior finish. Certificate of Occupancy Required. Action was deferred on a building permit for Kearsarge Regional School District/High School for an Athletics storage building pending review and comment from the Planning Board pursuant to RSA 674:54 OLD BUSINESS: The Board reviewed their proposed Rules of Procedure and discussed sections 2.6 and 5.2. The Board agreed to adopt the Rules at their next regularly scheduled meeting. NEW BUSINESS: The Board received correspondence from Pete and Marne Thompson regarding Patriotic Purposes funding and issuing a thank you to the Selectmen for attending the Memorial Day Service The Board issued the Forest Protection Bureau, Federal Excess Property Co-operative Agreement. The Board issued 2020 Forest Fire Warden/Deputy Reappointment forms for 2020. The Board noted that Robert Nelson, Fire Warden will not be accepting reappointment in 2020. Mr. Nelson has served as fire Warden since January 1, 2007 and will have served the Town as Fire Warden for twelve years upon his retirement December 31, 2019. The Board noted that the Septage Lagoon – Permit Modification was filed timely. Selectman Curless executed the permit on behalf of the Board. The Board approved an Annual Leave Request for Chief Korbet. REVIEW OF CORRESPONDENCE: SELECTMEN’S COMMENTS: Selectman Wright asked about the status of disposal of Town property and was advised that the Conservation Commission and Planning Board were going to provide feedback. Selectman Wright reported on the status of the Stotler property. Mr. Stotler did not appear and will be given an opportunity to show cause. The Town has granted the Town authorization to perform environmental assessment, date to be determined. Selectman Headley asked for the sense of the Board about changing the website from Selectmen to Select Board. Selectmen Curless and Wright did not express support for the change. PUBLIC INPUT: There being no further business, the meeting was adjourned at 5:38 p.m. Respectfully submitted, Elly Phillips Town Administrator