October 7, 2019 | Town Admin TOWN OF SUTTONPillsbury Memorial Town Hall93 Main Street Sutton Mills, NHSutton Mills, NH 03221Select Board October 7, 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; Jennifer Call, Library Trustee; Elizabeth Gerghaty, Librarian; Adam Hurst, Road Agent; Robert DeFelice, Budget Committee Chair and Elly Phillips, Town Administrator. The minutes from September 30, 2019 were approved as presented. The Board reviewed and approved the following manifests: PAYROLL MANIFEST: $ 10,422.96 VENDOR MANIFEST: $ 11,832.89 The Board reviewed and approved a building permit for Mishe Mokwa, 02-636-220, Old Blaisdell Road, Interior Renovations. (Selectman Curless recused himself as a party of interest). The Board approved an intent to cut for James Magee, Map 01-855-559, Roby Road for 20 acres out of 28.2 The Board Executed Performance Evaluations for Diego Solimine, Solid Waste Supervisor and Elly Phillips, Town Administrator. APPOINTMENTS: At 4:30 p.m. Jennifer Call, Library Trustee, Elizabeth Geraghty, Librarian and Robert DeFelice, Budget Chair, met with the Board to discuss the library ramp project. Mr. DeFelice reviewed invoicing for architectural services for the ramp. Items pertaining to the bathroom were identified as these need to be paid out of the Library Modifications Expendable Capital Reserve Fund (approximately $2,000). The Trustees of the Library will submit a letter requesting the funds from the Trustees of the Trust Funds. The cost for design was much higher than originally anticipated. Therefore, there will need to be a warrant article to fund the construction phase. The design did not include a cost estimate. The next step will be drafting a request for quotations/proposals for the project. The new bathroom will be a separate warrant article, and the funding will come out of the Library Modification Capital Reserve which is intended for inside the building. The modification fund is not for outside the building. The Board reviewed Town Meeting Minutes, Article 27, for the modification fund from the 2016 Annual Report which Selectman Wright requested be read into the record. The minutes for Article 27 follow: “Article 27: To see if the Town will vote to establish an expendable Capital Reserve Fund under the provisions of RSA 35:1 for the purpose of a Library Modifications Fund and to raise and appropriate the sum of $5,000 to be placed in that fund and further to appoint the Library Trustees as agents to expend. Motion to accept article as written made by Garrett Evans. Seconded by Bob DeFelice. Article 27 PASSED as written.” The Board reviewed Town Meeting Minutes, Article 14 from the 2017 Annual Report for a Library Ramp which Selectman Wright asked to be read into the record. Article 14 follows: Article 14: After the Moderator read the article, a motion was made by Victoria O’Connor and seconded by Charlie Ash to accept Article 14 as written. To see if the town will raise and appropriate $20,000 for the engineering, permitting and construction of a federally mandated ADA compliant ramp and entry area allowing access to library facilities and materials on the main floor. Heidi Thoma, Librarian, made a motion to amend Article 14 as follows: To see if the town will raise and appropriate $20,000 for the engineering, permitting and construction of an ADA compliant library entry. Shannon Storm further made a motion to amend Article 14 to read as follows: To see if the town will raise and appropriate an additional $20,000 for the engineering, permitting and construction of an ADA compliant library entry and bathroom. Ms. Storm withdrew her amendment. Moderator read amended Article 14: To see if the town will raise and appropriate $20,000 for the engineering, permitting and construction of an ADA compliant library entry. Article 14 was passed by voice vote as amended. Mr. DeFelice recommended that the Select Board do the RFP for the ramp because it is a town building. The library will spearhead the modifications project. Selectman Headley suggested that proposals be sought for all future design services, acknowledging the lesson learned through both the ramp project and the fire department addition project. The need for having stamped drawings was emphasized which was not always necessary for past projects. Selectman Wright lamented the fact that “process is triumphing over substance.” The cost and importance of putting up a covered ramp for ADA compliance was discussed. The cause for project delay was also identified, noting that the ramp was put on the back burner while plans were being completed for the Fire Department. Phillips was assigned to draft the bid working in conjunction with Ms. Call, Library Trustee, (who was designated to serve as trustee liaison for buildings) and Ms. Gerghaty, Librarian. Phillips to review the proposal with Counsel, Ms. Call and Ms. Gerghaty prior to issuing the bid packet. On behalf of the Trustees, Ms. Call sought guidance from the Board and Mr. DeFelice regarding the CIP for the modifications fund. Ms. Call asked if there was a time frame established when the modifications fund was created and was advised that there was not. At 5:30 p.m., Adam Hurst, Road Agent met with the Select Board to present the 2020 Proposed Highway Department Budget. Mr. Hurst reviewed items that have changed as follows: ` 1-03-4312-341 Telephone from $1,570 to $2400 to reflect actual 1-03-4312-342 Alarms from $ 1,430 to $,2050 to reflect actual 1-03-4312-430 Building Repairs and Maintenance from $ 3,300 to $4,000 anticipated repairs 1-03-4312-684 Small Equipment/Tools from 0 to $2,000 new line items for chainsaws, small tools etc. 1-03-4312-803 Asphalt Products from $4,000 to $5,000 to reflect actual/need There was a general discussion regarding crack sealing. Mr. Hurst acknowledged that crack sealing was a useful tool, adding that many of the Town roads are beyond crack sealing. Crack sealing is used on newer roads. Mr. DeFelice discussed the importance of having additional breakdown in the line items for transparency purposes. Budgeting for sand was discussed. The Town will be buying by the ton as opposed to by the yard. Uncertainties with the weather make projection difficult. Foreseen maintenance items for the highway facility were discussed. Mr. DeFelice noted that there was an emergency fund set up for emergencies. Mr. DeFelice added that in the past the furnace has been shut off in May. It will be kept on all year from now on, because hot water is a necessity. A on-demand hot water heater was suggested. The building will be monitored to determine whether an on-demand hot-water heater would be cost effective. The building needs to be sprayed down periodically. Some pieces of siding have sustained ice damage and will need to be replaced to protect the building. Mr. Hurst discussed capital reserves. The line item for blacktop will be increased at $80,000 to $200,000. There is not enough to even maintain the paved roads, let alone enough to perform needed projects. Mr. DeFelice has reviewed Capital Planning for the roads. The $200,000 is a placeholder for now. Mr. DeFelice would like to see $700,000 in that fund eventually, but $200,000 is manageable for the Town at this time. The Town is behind in capital planning for the roads. The blacktop fund will be brought up slowly. If the Town can prolong the life of various pieces of equipment, those funds can be applied to blacktop. The Select Board/Budget Committee will make a final determination as they see what the other departments are doing. Mr. Hurst is working on a prioritization schedule for blacktop roads. Selectman Curless said that he has been getting positive feedback on the wonderful job Mr. Hurst is doing. Signage for Sutton Mills was discussed. Selectman Headley suggested there should be a directional sign for the Town Hall on Route 114. OLD BUSINESS: The Expenditure Budget Report for September 2019 was noted. Phillips provided an update on research regarding the status of Birch Hill Road. An extensive amount of research has been done. The research is inconclusive. There is some documentation indicating that the road was discontinued to Class VI status and other documentation indicating it was discontinued permanently. There seems to be varying interpretations of the road status since the 1933 Warrant Article. Betsy Forsham has been assisting with the research. The next step will be to meet with residents on Birch Hill Road to share information and attempt to resolve the matter. The Board will revisit the matter at a future meeting. NEW BUSINESS: Selectman Wright made a motion to accept the terms of the Emergency Management Performance Grant as presented in the amount of $4,000.00 to update the Local Emergency Operations Plan (LEOP). Furthermore, the Board acknowledges that the total cost of this project will be $8,000.00, in which the town will be responsible for a 50% match ($4,000.00) and further the Town Administrator is authorized to sign all documents related to the grant. Selectman Curless seconded the motion. The motion passed by a unanimous affirmative vote. The Board executed and notarized the EOP grant agreement. The Board executed an appoint form for Aaron Flewelling as Fire Warden. SELECTMEN’S COMMENTS: Selectman Wright discussed the upcoming Stotler hearing noting that although there have been small changes, but the big items are still there. It appears that items are being moved farther back onto the property. The Board discussed recording meetings. It was noted that when meetings are recorded the official minutes are the written minutes. Voice recordings are not retained after the minutes are drafted. There being no further business, the meeting was adjourned at 6:00 p.m. Respectfully submitted, Elly Phillips Town Administrator