March 13, 2023 | Town Admin TOWN OF SUTTON Pillsbury Memorial Town Hall 93 Main Street Sutton Mills, NH Sutton Mills, NH 03221 Select Board March 13, 2023 @ 5:00 p.m. Dane Headley opened the meeting at 5:00 p.m. with the Pledge of Allegiance. Present at the meeting were: Dane Headley, Chair; Walter Baker, Jr., Selectman; Michael McManus, Selectman; Adam Hurst, Road Agent; Brandon Grendell, Assistant Road Agent; and Elly Phillips, Town Administrator. APPOINTMENTS: At 5:15 p.m. Adam Hurst, Road Agent, and Brandon Grendell, Assistant Road Agent, met with the Board for a Department update. Mr. Hurst advised the Board that a lighted flag pole and flag has been installed at the Highway Department. Mr. Grendell reported that he met with Mitchie Corporation on site regarding replacement of the Keyser Street culvert. The initial step will be filing a permit. Upon approval, the permit is good for five years. There is a telephone pole that will need to be removed/relocated for the project. Mitchie is recommending an arch for the project due to low waterflow. Tree removal will be necessary in proximity to the work area. Mr. Grendell added that since Keyser Street is a scenic road, a public hearing is required. The permitting process through the DES should take three to four months provided the area is not a habitat for endangered species. The Town will use Mitchie Corporation, a previously approved contractor, as they complete the project from permitting/engineering stage through installation of the arch. The Road Agent will oversee the project. The proposed arch is twenty-six feet wide. The arch is also more cost effective than a box culvert. It is anticipated that the project will not be started until the Spring of 2024 in order to complete the permitting, engineering and precast of the arch. Funding sources were discussed. The site work will be put out to bid. Mr. Hurst suggested a one-day team-building retreat for the highway crew. An activity will be planned for a weekday. Selectman McManus made a motion to approve a one-day team building retreat with pay to happen at the discretion of the Road Agent. Selectman Baker seconded the motion. The motion passed by a unanimous affirmative vote. Selectman McManus asked about the status of the materials storage at the former ash landfill site on Route 114. Mr. Hurst said that project will go forward after the driveway permit and culvert is approved by the state. The opportunity to acquire free materials from the I-89 project was discussed. Mr. Hurst is reviewing the sand and salt budget prior to Annual Meeting. Mr. Hurst and Selectman McManus will be addressing the Warrant Article for the 10-wheeler. Selectman McManus asked whether there were any issues with trucking on dirt roads. Mr. Hurst responded that there has been one complaint, but the trucker had permission to truck. There was no damage to the road. Truckers have been responsive to the posting limits and requirements for obtaining permission. Selectman Baker discussed a ditching project at the library that the Highway Department may be able to assist with which would result in cost savings for the Town. Mr. Hurst agreed to take a look at the project. Selectman McManus asked if the Highway Department could bucket out the parking lot to free up parking spaces covered in snow. Mr. Grendell asked about the status of the Grist Mill Pedestrian Bridge and was advised that the town is ready to begin engineering for stabilization of the Corporation Hill embankment. Stabilization must be completed prior to installation of a pedestrian bridge. The project will be phased. Grist Mill Parking Lot lighting issues were discussed. The Board asked that a neighbor who has volunteered to assist with monitoring the lighting attending a meeting with the Board to discuss the matter. Selectman Headley observed that the drainage problem at the end of the Pillsbury Memorial Hall walkway needs to be addressed. Selectman Baker proposed some solutions. In the interim, there is a wooden ramp located at the Highway Department that has been used in the past and can be used until the three pavers closest to Main Street can be raised. At 6:30 p.m. Selectman McManus made a motion to enter into Non-Public Session Under RSA 91-A:3, II(b) The hiring of any person as public employee. Selectman Baker seconded the motion. The Board was polled with Selectmen Headley, Baker and McManus voting in the affirmative. Public Session resumed at 7:07 p.m. Selectman Headley made a motion to seal the minutes as they pertained to hiring of a public employee. Selectman McManus seconded the motion. The motion passed by a unanimous affirmative vote. Selectman Baker made a motion to correct the minutes from March 8, 2023, as corrected. Selectman Headley seconded the motion. The motion passed by a unanimous affirmative vote. REVIEW OF MANIFESTS: The Board reviewed and approved the following manifests: Vendor Manifest: $64,566.83 Payroll Manifest: $16,233.00 OLD BUSINESS: Selectman Headley executed DOT Driveway Permit for 04-313-462 on behalf of the Board. The Board discussed Warrant Article items in preparation for the deliberative session. NEW BUSINESS: 2022 Equalization Ratio will be reviewed at the next regularly scheduled meeting. The Board issued the following Abatements for Town-owned property: Town of Sutton 07-804-025 in the amount of $5,452.46 – Tax Deeded Property Town of Sutton 08-110-363 in the amount of $537 – Tax Deeded Property 1/17 interest. REVIEW OF CORRESPONDENCE: Blaisdell Lake Protective Association regarding Warner River Protected Instream Flow Report. SELECTMEN’S COMMENTS: Selectman McManus made a motion to close the application process for the Town Administrator position effective March 13, 2023. Selectman Baker seconded the motion. The motion passed by a unanimous affirmative vote. The Board discussed projects at the library. The Board discussed their recent meeting with Budget Committee members. There being no further business, the meeting was adjourned at 7:13 p.m. Respectfully submitted, Elly Phillips Town Administrator