April 3, 2023 | Town Admin TOWN OF SUTTON Pillsbury Memorial Town Hall 93 Main Street Sutton Mills, NH Sutton Mills, NH 03221 Select Board April 3, 2023 @ 4:30 p.m. Dane Headley opened the meeting at 4:30 p.m. with the Pledge of Allegiance. Present at the meeting were: Dane Headley, Chair; Walter Baker, Jr., Selectman; Michael McManus, Selectman; Diego Solimine, Solid Waste Supervisor; Robert DeFelice, Budget Chair; Adam Hurst, Road Agent; Brandon Grendell, Assistant Road Agent and Elly Phillips, Recording Secretary. Due to the fact that Selectman McManus had to leave the meeting early, the Board deferred action on the election of a chair and the designation of ex-officio roles. APPOINTMENTS: At 4:30 p.m. Diego Solimine, Solid Waste Facility Supervisor met with the Board regarding plastic recycling issues and provide an update on the status of the septage lagoons. Mr. Solimine advised that the Town’s trucking contractor for commingled materials (plastics) raised the prices effective 3/29/2023. Currently, plastic recycling is not generating revenue (unless it is graded aggressively by plastic types 1 and 2) and is not being recycled. The general consensus of those present was, effective immediately, that all plastic materials will be disposed of in the Municipal Solid Waste (MSW) Container. Selectman Baker asked for a report of the savings that would be achieved by the Town by instituting this change. Selectman Baker made a motion to dispose of plastic in the MSW compactor. Selectman Headley seconded the motion. The motion passed by a unanimous affirmative vote. It was noted that other towns are not recycling plastics at this time. The Board discussed the next steps for the closure of the septage lagoons. The town will need to develop a closure plan which can be drafted in-house without outside engineering. Closure costs can be covered through the Septage Lagoon Maintenance Capital Reserve. Anthony Drouin, Supervisor for the DES Residual Management Section, has agreed to meet with the Board on April 17, 2023, at 5:00 p.m. to provide guidance on the matter. The Board discussed the bathroom facility at the Solid Waste Transfer Station. The TA will follow up on the matter. In addition, the TA will advise Lebanon of this change in procedure. At 4:55 p.m. Selectman Baker made a motion to enter into Non-public session under RSA 91-A:II(a). Selectman McManus seconded the motion. The Board was polled with Selectmen Headley, Baker and McManus voting in the affirmative. Public session resumed at 5:02 p.m. Selectman McManus moved to seal the minutes as they pertained to personnel. Selectman Baker seconded the motion. The motion passed by a unanimous affirmative vote. At 5:03 p.m. Selectman Baker 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. Selectman McManus seconded the motion. The Board was polled with Selectmen Headley, Baker and McManus voting in the affirmative. Public Session resumed at 5:15 p.m. The minutes were not sealed. At 5:16 p.m. Adam Hurst, Road Agent, met with the Board to discuss departmental matters. The Board accepted with regret the resignation of Brandon Grendell, Assistant Road Agent. Mr. Grendell has accepted a position closer to home that allows him to spend more time with his family. Mr. Hurst reported that he has obtained estimates for the engineering and permitting on the Archcon bridge that is being proposed for Keyser Street. The Town is working with Mitchie Corporation who has assisted with various projects within the community and provides both engineering and materials. Engineering and permitting costs are $7,300.00. The proposed Archcon bridge is $37,098. The sense of the Board was that the funding should come out of the ARPA grant. The project will be phased and plans developed in order to prepare an RFP. The engineering and permitting are good for five years, which will facilitate phasing of the project. Selectman McManus expounded on site work requirements. Selectman McManus made a motion to appropriate $7,300 from the ARPA grant and to authorize the Road Agent to coordinate the engineering and permitting for the project with Mitchie Corporation. Selectman Baker seconded the motion. The motion passed by a unanimous affirmative vote. A general discussion regarding capital funding for the bridge ensued. Mr. DeFelice felt that the timing was right for this project and that it was also a good time to review the existing caps on the bridge fund. The Board discussed staffing within the Highway Department and the town’s hiring policy. Mr. Hurst reported that a recent team building day for the highway department staff was very successful. At 6:15 p.m. Glenn Pogust, Planning Board Chair met with the Board to discuss a recent grant opportunity and to update the Board on ongoing Planning Board matters. Mr. Pogust advised that the town has received notification from several parties that the contractor for the Peacock Hill Subdivision has been operating under a cease and desist. In response to a complaint about a weight limit trucking concern, Mr. Pogust advised that the contractor did obtain permission from the Road Agent to travel over the road. Selectman Headley made a motion to authorize counsel to pursue an injunction against Peacock Hill. Selectman Baker seconded the motion. The motion passed by a vote of 2-0. The Board discussed scheduling a public hearing for acceptance of a $27,950 grant the Planning Board has obtained from Invest New Hampshire which will provide payment to the Central New Hampshire Planning Commission to develop ordinances that are designed to increase housing opportunities. The focus of the grant will be: to create a new village district zone for the town’s four existing villages. create a planned unit ordinance for the creation of a new village off Kearsarge Valley Road to amend the new cluster development ordinance to offer incentives to a developer to better serve and affordable workforce and senior housing. The incentive would be to give them the ability to provide extra units. The TA will schedule and publish notice of the Public Hearing at a regularly scheduled Select Board Meeting. Selectman Baker moved to approve the March 27, 2023, minutes as written. Selectman McManus seconded the motion. The motion passed by a unanimous affirmative vote. CONSENT AGENDA: REVIEW OF MANIFESTS: The Board reviewed and approved the following manifests: Vendor Manifest: $ 15,507.07 Vendor Manifest: $588,000.00 Payroll Manifest: $ 15,774.51 PERMITS/YIELD TAXES: The Board reviewed and approved the following yield taxes: Burl Land Clearing, LLC, I-89, 22-439-03-T $1,462.03 John Brown & Sons, I-89, 22-439-03-T $103.00 Greatwoods, LLC, I-89, 22-439-11-%, $1,998.28 NEW BUSINESS: David Grinsell, Town Administrator, reported on the Town’s current investment status and opportunities. Robert DeFelice, Budget Committee Chair and Trustee of the Trust Funds, reported on interest income for the Capital Reserve Funds and the effect of the interest income on the Capital Investment Plan (CIP) cap. In order to maximize investment opportunities, the Board issued correspondence to the Trustees of the Trust Funds instructing them to fund the2023 Capital Reserves in the amount of $588,000. Selectman Baker moved to resolve that David Grinsell is appointed as the Mission Square Retirement Plan Administrator with fiduciary oversight. Selectman Headley seconded the motion. The motion passed by a vote of 2-0. The Board approved a Current Use Application for Sheila Silllars and Randy Fleury, 04-501-379, for 10.25 acres. The Board approved a veteran’s exemption for Robert and Beth Bierwirth, 09-867-093, $500.00. The Board accepted, with regret, a letter of resignation from Yvonne Howard, Deputy Town Clerk/Tax Collector. The Board approved the 2023 COLA increase approved at the March 29, 2023 Annual Meeting, retroactive to January 1, 2023. There was a lengthy discussion regarding COLA and merit increases. The general consensus of those present was that the wage classification study will be a useful tool for establishing a structured pay plan for both management and employees. OLD BUSINESS: The Board executed the following Oath of Office forms for officials elected in 2023: Dane Headley, Selectman for a term until 2026 Beth Renzulli, Trustee of the Trust Funds for a term until 2026 Derek Lick, Moderator for a term until 2025 Tracy Mingarelli, Library Trustee, for a term until 2026 Alison Jones, Overseer of Public Welfare for a term until 2024 At the request of Beth-Holly LaDuke, the Board ratified the Oaths of Office in order to have the forms in a consistent format. REVIEW OF CORRESPONDENCE: The Board received a two week schedule from Eversource regarding the Sutton, Bradford, and Warner Distribution Line Removal Project (3410). There is no work scheduled at this time. PUBLIC COMMENT: Robert DeFelice reported that the library trustees are seeking estimates for interior renovations to meet accessibility needs. Mr. DeFelice advised that the capital reserve fund for modifications to the library for accessibility is under the purview of the Library Trustees. However, Mr. DeFelice opined that the Select Board/Budget Committee should remain in the loop as they have fiduciary responsibility for all funds. SELECTMEN’S COMMENTS: Selectman Baker discussed communication with the library trustees. Selectman Baker agreed to go to the library to ascertain Irish Electric’s progress on the scheduled electric work. Selectman Baker also agreed to contact Wet Basement Solutions to schedule installation of the sump pump and coordinate the timing of the installation of the dehumidifier. The Highway Department will be assigned with any digging or trenching required. Selectman Baker will discuss preparation for and storage of materials during the project. Selectman Baker will encourage library staff to begin packing in preparation for the project. The overall scope of the project was discussed in detail. Selectman Baker reviewed project priorities and instructed administrative staff to prepare an RFP for the Old Store Museum. The RFP will be advertised in the Intertown Record. Selectman Baker asked for information on the status of the Corporation Hill embankment project costs to date. There being no further business, the meeting was adjourned at 6:40 p.m. Respectfully submitted, Elly Phillips Recording Secretary