October 5, 2020 | Town Admin TOWN OF SUTTON Pillsbury Memorial Town Hall 93 Main Street Sutton Mills, NH Sutton Mills, NH 03221 Select Board October 5, 2020 The meeting was called to order at 4:00 p.m. by Robert Wright, Jr., Chair. Selectman Wright read the following announcement into the record: Due to the COVID 19/Coronavirus Pandemic and in accordance with Governor Sununu’s Emergency Order #12, pursuant to Executive Order 2020-04, this Board is authorized to meet electronically. The public has access to contemporaneously listen and participate in this meeting by telephone by calling 978-990-5000 and entering access code 112820. Present at the meeting were: Robert Wright, Jr., Chair; William I. Curless, Selectman; Dane Headley, Selectman; Matthew Grimes, Emergency Management Director; Diane Lander, Library Trustee; Walter Baker, Jr., Conservation Commission Co-Chair; Ken Milender and Andy Jeffrey, Warner River Local Advisory Committee; and Elly Phillips, Town Administrator. Attending by teleconference were Robert DeFelice, Budget Chair; and Nicolas Perez. Walter Baker, Jr., Conservation Commission Co-Chair reported on the Commission’s efforts to knock back knotweed on their property. Mr. Baker said that the effort has been largely successful. In areas where there are larger plants, the Commission and volunteers will cut back the knotweed for the Highway Department to pick up and burn. The Commission will maintain a roster of volunteers and time log and will be supplied with a volunteer waiver form. Mr. Baker was authorized to coordinate the roadside pickup/disposal of the knotweed with Adam Hurst, Road Agent. Selectman Baker asked about ongoing planning for the parking area on Grist Mill Street. Mr. Baker acknowledged the delays in formation of the Recreation Committee due to the COVID-19 pandemic. Mr. Baker asked to pursue his contacts at the State to provide guidance on the parking lot project and was encouraged to do so by the . Selectman Baker asked about the library ramp. The ramp project will be under the auspices of the Select Board. The general consensus of the Trustees was to pursue a bond issue for the project. Selectman Baker expressed concerns for citizen support for the project due to the estimated cost for the ramp. Ken Milender, Warner River Local Advisory Committee (WRLAC) Chair and Andy Jeffrey, Sutton WRLAC Representative met with the Board. Selectman Wright, Sutton WRLAC Representative provided an overview. Selectman Wright advised that the State has given the WRLAC authority to review projects/permits (under RSA 483) abutting the Warner River for ¼ mile on either side. Mr. Milender advised the Board that the nomination for the Warner Lane was approved in 2018. The Committee was comprised of a group of citizens in partnership with the Central New Hampshire Regional Planning Commission. The Committee created the nomination package which provides a brief overview of the River’s history, natural resources and watershed. The nomination was debated in the legislature and the Governor signed it into the law which allows the Committee oversight protection over the river. This provides regulatory oversight over land use permitting in designated river corridor which is ¼ mile on either side of the river banks. There is about ¾ mile of river in Sutton. The Committee functions in an advisory role for land use projects and works in conjunction with the Department of Environmental Services. The Committee has weighed in on development, DOT and Highway projects. The DES advises the committee of any DES permitting within their corridor. The Committee is seeking a mechanism for municipalities within their corridor to notify them of projects. The Committee sought the Select Board’s permission to revise local permits to include notification. The Committee would also like to add a layer to the Town’s GIS mapping system. Phillips inquired about the statutory authority to add this requirement to the permitting process as requested requirements are generally specified in the ordinances and regulations. The Committee would like to add a check box asking whether the project is within the river corridor. Phillips wondered how this would affect the timing of permit processing for building permits. In general, a building permit is processed within 1 week of submission. The WRLAC meets monthly. Selectman Curless expressed concern regarding the honor system aspect and enforcement challenges. The logistics of flagging the property for further review were discussed. Mr. Milender considered the types of projects/permits that might be pertinent. Mr. Jeffrey said that the permitting review would likely be done by a subcommittee which would expedite the process. Selectman Wright noted that he would recuse himself from any vote as he is a member of the Committee. Selectman Wright also felt that the WRLAC should define the level of permitting that would require review. Selectman Curless felt that subdivisions might be an area of concern. Mr. Jeffrey noted that the WRLAC was only concerned with a small area of Sutton, but the Town should be concerned with the entire watershed. Mr. Milender discussed a small retail use in Warner off of Exit 9 which includes a small mall and the potential impact on stormwater, wildlife habitat etc. Mr. Jeffrey discussed the potential resource the WRLAC could provide regarding water quality issues. Selectman Wright emphasized defining the parameters of concern. Selectman Headley recommended including the Planning Board in this discussion. Enforcement authority will be discussed. The WRLAC will review Sutton’s local regulations to determine enforcement authority and whether or not regulations require amending. The minutes from September 28, 2020 were approved as written. The Board reviewed and approved the following manifests: PAYROLL MANIFEST: $ 11,908.00 VENDOR MANIFEST: $ 37,965.45 The Board approved the following building permits subject to wetlands setback verification/compliance. Michael and Anne Sigourney, 02-727-241, Old Blaisdell Road, for an addition. Aimee Ayers, 10-817-377, Stone House Road, for a ground mounted solar array Chilin Associates, LLC, 07-031-568, Kearsarge Valley Road, for a home, insulation approved by Matt Grimes, Code Enforcement Officer. Stefan & Karen Timbrell, 10-480-287, Summit Road for an inground pool OLD BUSINESS: Adam Hurst is obtaining another estimate for street signs sign which should result in a reduction in cost. It was noted that highway signs historically have been obtained through the State prison system. Mr. Hurst will obtain estimates from online vendors. However, initial research shows online vendors are more expensive than the State. The Board reviewed proposals for utility assessments from Sansoucy Associates and CNP. It was noted that the Sansoucy proposal was substantially higher. Selectman Headley made a motion to have CNP provide the utility assessments at a cost of $500.00 each. Selectman Curless seconded the motion which passed by a unanimous affirmative vote. Phillips advised that the contractor the Town selected for the Stotler Clean Up is not available for the project due to concerns regarding logistics. Phillips felt that it was rather late in the year to try and find another contractor for the project and that the funds may need to be encumbered. Selectman Curless requested that Phillips attempt to find another contractor for the project in order to get the project completed in 2020. Police stand-by will be coordinated for the project. Phillips noted that the timetable estimated for the project is about a month. The Board reviewed the expenditure operating budget through September 30, 2020. It was noted that the office supplies line item would likely go over for the executive budget. A planned computer project will be deferred in an effort to meet the Select Board’s goal of a 10% reduction in operating expenditures for 2020. Phillips asked if the legal costs for the Stotler matter could be applied to the warrant article. Mr. DeFelice advised that if the costs were related to the clean up effort they could be applied to the warrant article. Under Health Administration, the Board was advised that the VNA will NOT be conducting a flu clinic in Sutton this year. It was anticipated that the Highway Department and Welfare will incur additional expenses during the heating system. Mr. DeFelice noted that the library has not opted for the alarm system which was budgeted for and involves a yearly fee. The Budget Chair will initiate the request to fund the capital reserves in October. NEW BUSINESS: The Board reviewed a request from the Police Department to go forward with hiring a staff member to provide cleaning services. This amount had been previously budgeted. The Police Department is able to meet the 10% budget reduction goal of the Select Board and Budget Committee. Selectman Curless made a motion to approved the cleaning expenditure. Selectman Headley seconded the motion which passed by a unanimous affirmative vote. The Board authorized a Goffer Cares Act Reimbursement Request #4 in the amount of $3,482.52 for expenditures issued as of 9/30/2020. The Board noted that an unsigned bulk mailing was issued using the Town Office as a return address. Many residents have questions regarding the mailing. The Select Board unanimously disavowed this mailing. Selectman Curless expressed concerns regarding an unknown individual using the Town’s mailing address for a return address. The Board executed the Emergency Operations Plan Promulgation and Annual Letter of Concurrence. Selectman Wright read the notice of promulgation into the record: This publication of the Town of Sutton’s Emergency Operations Plan (EOP) represents a concerted effort on the part of town government to provide a mechanism for effectively responding to and recovering from the impact of natural or human-caused disasters or emergencies. The stated purpose of this EOP and associated supporting documents is to facilitate the delivery of local government, community, and mutual aid resources, and to provide needed assistance and relief to disaster victims and the community at large. As no community has the resources to manage a major emergency without outside assistance, this plan represents the town’s best intentions to deal with disaster within the framework of community-wide cooperation, and statewide coordination. The adoption of this EOP nullifies all previously adopted Emergency Operations Plans for the Town of Sutton, NH. The Town of Sutton, New Hampshire Emergency Operations Plan 2020 is adopted effective this day, the 5th of October, 2020. REVIEW OF CORRESPONDENCE: The Board noted the following items of correspondence: DES Drought Update KRSD 10/08/2020 Agenda SELECTMEN’S COMMENTS: Selectman Headley reminded the Board that a police officer should be scheduled to cover the presidential election. Selectman Wright provided a handout showing the KRSD budget over the last three years. The Town tax rate has been stable over the years. However, some increase at the municipal level was needed to adjust for capital expenditures (capital reserves). Mr. DeFelice emphasized that the school should be looked at year-to-year but the budget should be reviewed as a whole over an extended time period. Selectman Wright reiterated the importance of process in making budget decision and expressed concern regarding the order of presentation for the proposed KRSD propane buses. PUBLIC INPUT: Robert DeFelice encouraged the adoption of a mandatory policy that masks be worn in the Town Hall by employees and visitors as a preventative measure. The Board noted that they could require such regulation. Mr. DeFelice stated masks would be required for Budget Committee Meetings. Individuals who do not wear a mask have the option of calling in. The Board discussed the fact that now that cold weather is impending, the Town may have to return to an appointments only due to social distancing challenges. Mr. DeFelice also responded to an email inquiry made by Diane Lander regarding the impact of the change in retirement funding on the school budget. Mr. DeFelice responded that retirement will increase the budget but not necessarily the tax rate which is comprised of a number of factors such as town-wide valuation of the town and student population. If no other changes, it will result in a tax increase. There will be a similar change with Police Retirement. There being no further business, the meeting was adjourned at 6:00 p.m. Respectfully submitted, Elly Phillips Town Administrator