February 3, 2020 | Town Admin TOWN OF SUTTON Pillsbury Memorial Town Hall 93 Main Street Sutton Mills, NH Sutton Mills, NH 03221 Select Board February 3, 2020 @ 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; Carol Merullo, Town Clerk/Tax Collector; Robert DeFelice, Budget Chair; Tom Schamberg, State Representative and Elly Phillips, Town Administrator. The Board reviewed the January 27, 2020 minutes and approved them as corrected. The Board reviewed and approved the following manifests: PAYROLL MANIFEST: 11,757.46 VENDOR MANIFEST: 13,334.96 INTENT TO CUT: The Board executed a Supplemental Intent to Cut for Operation: 19-439-07 for Laurence and Barbara Harper, Pound Road OLD BUSINESS: The Board discussed revisions to the 2020 proposed budget. A line item was added for the Police Department custodial line item in the amount of $2,600. The library salary line item was also discussed in-depth. The library will be asked for more detailed salary breakdown for the purpose of discussion at the budget hearing. The Select Board will finalize their recommendations after the budget hearing. If there are no weather delays, the Board will finalize their recommendations at their meeting on 2/20/2020. Selectman Wright moved to approve an increase of $2,600 for a custodial line item for the police department. Selectman Curless seconded the motion which passed by a unanimous affirmative vote. The Board reviewed a quotation from Avitar Associates for Motor Vehicle and Clerk Software and payment integration software. Carol Merullo, Town Clerk/Tax Collector, met with the Board to discuss the quotation. Ms. Merullo has received positive feedback from many neighboring towns that use the Avitar software. The merits of the software were reviewed which included a team of support personnel and built-in internal and audit controls. The accounting reporting functions are also superior to existing software. The importance of having accessible support was emphasized. It was noted that, over the years, other clerks had suggested/requested migration to this software. The Board considered whether or not to defer the request until 2021. Mr. DeFelice favored proposing the acquisition of the software in 2020 in view of future projects. Ms. Merullo felt that acquiring the software this year would be helpful with the training process for the new deputy. Selectman Wright made a motion to place an article on the Warrant proposing the software purchase and installation of the Avitar Clerk/Motor Vehicle MAAAP system and payment integration system not to exceed $12,000. Selectman Curless seconded the motion. The motion passed by a unanimous affirmative vote. NEW BUSINESS: The Board reviewed and approved the draft Round Room Report for the Annual Report. The Board executed the CNP Statistical Update contract for assessing services. Selectman Curless asked whether Counsel had reviewed the contract and was advised that the contract was reviewed by the Department of Revenue Administration. Mr. DeFelice shared a draft copy of the handout prepared for the Budget Hearing scheduled for 2/6/2019. The handout is similar to those used in previous years and provides a justification for the appropriation requests with an emphasis on transparency. A draft warrant will be available for review at the budget hearing. The Select Board will make their final recommendations on Warrant Articles on 2/10/2020. Any other changes to the budget will have to be made at the budget hearing or Town Meeting. Mr. DeFelice suggested that software and hardware costs be broken out in the operating budget. REVIEW OF CORRESPONDENCE: The Board noted the following items of correspondence: DES regarding PWS #2295030 – The TA to check with DES to see if complimentary water testing funding is available for neighboring properties. Legislative Bulletin SELECTMEN’S COMMENTS: Selectman Headley discussed his research on sound systems for the Pillsbury Memorial Hall. Selectman Headley sought advice from Gerry Putnam who said that he would be happy to assist with recommendations for and setup of the system as well as training. There being no further business, the meeting was adjourned at 5:32. Respectfully submitted, Elly Phillips Town Administrator